Attachment, ADC 1060

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ADC 1060

Approved Defense Logistics Management Standards (DLMS) Change (ADC) 1060, 

Defense Logistics Manual 4000.25 (DoDAAD/MAPAD/Supply/Finance/Pipeline 

Measurement)

1. ORIGINATING SERVICE/AGENCY AND POC INFORMATION: 

a. Technical POC: DLA Logistics Management Standards Office

b. Functional POC: N/A

2. FUNCTIONAL AREA:

a. Primary/Secondary Functional Area: DoDAAD/MAPAD/Supply/Finance/Pipeline 

Measurement

b. Primary/Secondary Functional Process: N/A

3. REFERENCES:

a. DLM 4000.25, Volume 1, Concepts and Procedures, June 5, 2012.

b. DoD 4000.25-13-M, DoD Logistics Data Element Standardization and Management 

Program Procedures.

c. DoDI 4140.01, DoD Supply Chain Materiel Management Policy, December 14, 2011.

4. APPROVED CHANGE(S):

a. Brief Overview of Change: This change incorporates the current DLMS data management 

practices, data standards, and procedures into the DLM 4000.25, Volume 1, Concepts and Procedures.

b. Background: In 1996, DoD 4000.25-13-M was published under the direction of the Deputy 

Under Secretary of Defense (Logistics) to provide guidance and procedures for standardization and 

management of data elements used in DoD-wide and joint Service/Agency logistics systems. While the 

department’s mission for electronic data exchange (EDI) remains unchanged, all of the data 

management procedures in DoD 4000.25-13-M are now out of date. DLA Logistics Management 

Standards Office initiated an effort to replace DoD 4000.25-13-M with DLM 4000.25, Volume 5 

(new), DLMS Data Management. As the development of DLM 4000.25, Volume 5 began to be 

redrafted, it became apparent that the content should be merged into Volume 1 vice Volume 5 to avoid

overlaps between the two volumes. Thus, DLM 4000.25, Volume 5 is no longer reserved for DLMS 

Data Management and a separate action will be taken to update the DODI 4140.01 to reflect this 

change.

c. Describe Approved Change in Detail: This change incorporates the current DLMS data 

standards and procedures into DLM 4000.25 Volume 1. The prior version of this manual included out 

of date information, duplication and a less than optimal organization of the material. To address the 
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issues, sections were moved, repetitive content was consolidated, and additional information was 

added to improve the usability. Detailed changes are at the enclosure. Due to the extent of changes, 

DLA Logistics Management Standards Office will take actions to reissue DLM 4000.25 Volume 1.

(1) Table 1 shows the existing layout of DLM 4000.25, Volume 1 and the revised layout 

as it is intended to be reissued.

Table 1. DLMS Volume 1 Realignment and Content Updates

DLM 4000.25, Vol 1, Original Location DLM 4000.25, Vol 1, Revised Location

Chapter 1, C1.4.3.2 Establish Process Review 

Committees (PRC)

 C1.4.5. Process Review Committees

Chapter 1, added Supply Discrepancy 

Reporting to C1.4.3.2 and C1.4.5

Chapter 1, C1.4.6. DLA Transaction Services 

(including subparagraphs)

Chapter 1, C1.4.6. (consolidated duplicative 

content)

Chapter 1, C1.5.1. Scope of DLMS; 

 C1.5.2. DoD Component Use

Chapter 1, C1.3.1. 

Chapter 1, C1.5.2.2. DLMS ANSI ASC X12 

Conversion Guides

Chapter 2, C2.5.2. DLMS ANSI ASC X12 

Conversion Guides

Chapter 1, C1.6. DLMS Deviation or Waiver Chapter 2, C2.6. DLMS Deviation or 

Waiver

Chapter 1, C1.7. Requirements for New or Revised 

DLMS Procedures (including subparagraphs)

Chapter 2, C2.4. Requirements for New or 

Revised DLMS Procedures

N/A Chapter 2, C2.1.4. DLMS Data 

Management (new paragraph)

Chapter 2, C2.2.1. DLMS Implementation 

Architecture

Removed, Defense Information 

Infrastructure Common Operating 

Environment is no longer applicable as the 

DoD CIO has transitioned to the DoD NetCentric Data Strategy

Chapter 2, C2.2.2. Global Exchange Service 

 C2.2.3. Communication 

Removed, duplicates DLA Transaction 

Service manual

N/A C2.2 DLMS Implementation Process (new)

Chapter 2, C2.4.1. Transactions Chapter 2, C2.2.1. Transactions
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Chapter 2, C2.4.2. DLA Transaction Services Chapter 2, C2.2.2. Transaction Flow

Chapter 2, C2.5.1.1. Electronic Data Interchange 

Standards

 C2.5.1.2. X12 Based Extensible Markup 

Language

Removed, duplicates Chapter 6. (A new 

reference sentence was added to C2.5.1.

General Information)

Chapter 3, Change Management Chapter 3, defined DLMS Implementation 

Convention and DLMS Supplement as 

synonymous. Updated DLMS Change 

Process steps to more accurately depict 

lifecycle of a DLMS change

Chapter 4, Functional Application Errors Chapter 4, no changes (this chapter is not 

included in this ADC)

N/A Chapter 5, DLMS Data Management (new)

N/A Chapter 6, Standards and Conventions 

(new)

Chapter 5, Standards and Conventions Chapter 7, Defense Logistics Management 

Standards use of Accredited Standards 

Committee X12

N/A Chapter 8, Military Standard 

Standards/Defense Logistics Management 

Standards Mapping (new)

N/A Chapter 9, Logistics Data Resource 

Management System (new)

Appendix 2, Terms and Definitions Added definitions for DLMS Supplement

and Country Code; updated definition for 

Implementation Conventions. Defined 

DLMS Implementation Convention and 

DLMS Supplement as synonymous

Appendix 3, Acronyms and Abbreviations Redefined DLMS as Defense Logistics 

Management Standards vice Defense 

Logistics Management System

Appendix 4, DLSS/DLMS Conversion Guide Redefined DLMS website to read DLA 

Logistics Management Standards Office 

Website.
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Appendix 5, DLMS to DLSS Cross-Reference Tables Defined DLMS Implementation Convention 

and DLMS Supplement as synonymous

Appendix 6, Defense Logistics Management 

Standards Code Lists/Qualifiers

Redefined DLMS as Defense Logistics 

Management Standards vice Defense 

Logistics Management System. Defined 

DLMS Implementation Convention and 

DLMS Supplement as synonymous.

Appendix 7, Defense Logistics Management 

Standards Transaction Formats

Redefined DLMS as Defense Logistics 

Management Standards vice Defense 

Logistics Management System. 

Administratively update all DLMS 

Supplements on the DLA Logistics 

Management Standards Office Website to 

be identified as DLMS Implementation 

Conventions.

Appendix 8, Transaction Set 997 Implementation 

Convention – Functional Acknowledgement

Redefined DLMS website to read DLA 

Logistics Management Standards Office 

Website.

Appendix 9, DLMS Change Process Flow Chart Updated flow chart to more accurately 

depict lifecycle of a DLMS change

Appendix 10, Defense Logistics Management 

Standards Compliance

Rewrote appendix to define legislative and 

policy authority for DLMS compliance. 

Established and defined four different levels 

of DLMS compliance.

(2) All other changes are administrative in nature. Updates to paragraph numbers and 

references are required to realign the reference after the update to the manual. 

d. Revisions to DLM 4000.25 Manuals: Revised DLM 4000.25, Volume 1, Concepts and 

Procedures as described in 4.c. (refer to Enclosure 1).

e. Proposed Transaction Flow: There are no changes to any transaction flows as a result of 

this change.

f. Alternatives: None.

5. REASON FOR CHANGE: This change is needed to incorporate the updated DLMS Data 

Management guidance and procedures into DLM 4000.25.

6. ADVANTAGES AND DISADVANTAGES:

a. Advantages: Publish updated DLMS data management guidance and procedures.
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b. Disadvantages: None.

7. ESTIMATED TIME LINE/IMPLEMENTATION TARGET: No system implementation 

required.

8. ESTIMATED SAVINGS/COST AVOIDANCE ASSOCIATED WITH 

IMPLEMENTATION OF THIS CHANGE: N/A.

9. IMPACT:

a. New DLMS Data Elements: There are no new DLMS data elements associated with this 

change.

b. Changes to DLMS Data Elements: There are no changes to existing DLMS data elements.

c. Automated Information Systems (AIS): None

d. DLA Transaction Services: DLA Transaction Services should update their publications as 

needed to reflect this new guidance.

e. Non-DLA Logistics Management Standards Publications: Components should update 

their publications as needed to reflect this new guidance.
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Enclosure 1, Revised DLM 4000.25 Volume 1

C1. CHAPTER 1

INTRODUCTION

C1.1. PURPOSE. This Defense Logistics Manual (DLM) prescribes logistics management 

responsibilities, procedures, rules, and electronic data communications standards for use in 

the Department of Defense, to conduct logistics operations. The Defense Logistics 

Management Standards or DLMS, identify processes governing logistics functional business 

management standards and practices rather than an automated information system. The 

DLMS provide an infrastructure for the participatory establishment and maintenance of 

procedural guidance to implement the Department's logistics policy by its user community.

C1.2. SCOPE. This manual applies to the Office of the Secretary of Defense, the Military 

Departments, the Joint Staff, the Combatant Commands, and Defense Agencies, hereafter 

referred to collectively as the DoD Components. The manual applies, by agreement, to 

external organizational entities conducting logistics business operations with DoD including 

(a) non-Government organizations, both commercial and nonprofit; (b) Federal agencies of 

the U.S. Government other than DoD; (c) foreign national governments; and (d) international 

government organizations.

C1.3. POLICY

C1.3.1. DLMS procedures, as prescribed herein, must be implemented uniformly 

between DoD Components and other participating external organizations and at all levels 

within each DoD Component. DoD Components must give priority to development and 

implementation of DLMS requirements before the development and implementation of intraDoD Component requirements.

C1.3.2. DoD Instruction (DoDI) 4140.01, “DoD Supply Chain Materiel Management 

Policy,” December 14, 2011, authorizes the publication of this DLM and stipulates that it 

carries the full weight and authority of a DoD Manual. DoD 4140.1-R, “DoD Supply Chain 

Materiel Management Regulation,” May 23, 2003, establishes a configuration control process 

for the DLMS and prescribes use of the DLMS to implement approved DoD policy in logistics 

functional areas such as Military Standard Requisitioning and Issue Procedures (MILSTRIP), 

Military Standard Reporting and Accountability Procedures (MILSTRAP), Military Standard 

Billing System (MILSBILLS), Supply Discrepancy Reporting (SDR), and the DoD Physical 

Inventory Control Program (PICP).

C1.3.3. DoD Directive (DoDD) 8190.1, “DoD Logistics Use of Electronic Data 

Interchange (EDI) Standards,” May 5, 2000, assigns responsibilities to DLA Logistics 

Management Standards Office for direction, management, coordination, and control of the 

process to replace DoD unique logistics data exchange standards with approved EDI 

standards and supporting implementation conventions (IC) for DoD logistics business 
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transactional data exchange. Pending full implementation of enterprise-wide modernized 

data exchange standards, this manual may reflect legacy processes, formats, data, and 

mediation. 

C1.4. RESPONSIBILITIES

C1.4.1. Assistant Secretary of Defense (Logistics and Materiel Readiness 

(ASD)(L&MR)). Develop policy and provide guidance, oversight, and direct implementation 

and compliance with the DLMS, except that the Under Secretary of Defense 

(Comptroller)(USD(C)) will be responsible for the MILSBILLS functional area addressed 

under Volume 4 of this manual. The Director of Defense Procurement and Acquisition Policy 

(DPAP) will be responsible for the Contract Administration functions of shipment notification, 

destination acceptance reporting, and contract completion status reporting areas addressed 

under Volume 7 of this manual. When carrying out their responsibility, the ASD (L&MR), DoD 

Comptroller, and Director DPAP, as appropriate for their respective functional areas, will:

C1.4.1.1. Direct or approve expansion of DLMS in assigned functional areas or 

application of DLMS in new functional areas.

C1.4.1.2. Provide DLA Logistics Management Standards Office with policy 

guidance for development, expansion, improvement, and maintenance of the DLMS.

C1.4.1.3. Resolve policy and procedural issues that cannot be resolved within the 

DLMS infrastructure.

C1.4.1.4. Ensure appropriate coordination with other Office of the Secretary of 

Defense (OSD) staff elements when DLMS policy guidance or directional memoranda affect 

assigned functions of these offices.

C1.4.1.5. Ensure appropriate coordination with other OSD staff elements when 

DLMS policy guidance or directional memoranda affect assigned functions of these offices.

C1.4.2. Director, Defense Logistics Agency

C1.4.2.1. Establish and resource the DLA Logistics Management Standards

Office, which will report to the Director, Information Operations/Chief Information Officer 

(CIO) (J6), DLA HQ. 

C1.4.2.2. Provide the necessary military and civilian personnel resources.

C1.4.2.3. Provide the necessary administrative support and services, including 

office space, facilities, equipment, automatic data processing support, and travel expenses 

for DLA Logistics Management Standards Office personnel.

C1.4.3. Director, DLA Logistics Management Standards Office. Operating under the 

authority of DoD 4140.1-R and DoDI 4140.01, serve as the primary proponent to establish 

procedures, data standards, and transaction formats to promote interoperability in the 

logistics community and associated functional areas. This includes the development, 
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maintenance and documentation of corporate level policies and procedures for exchanging 

logistics data between DoD Components, between DoD Components and other Federal 

departments and agencies, and between DoD Components and private industry. Participate 

in cooperative efforts with other government entities to develop data exchange standards. 

Maintain membership in external voluntary standards bodies and groups; (e.g., American 

National Standards Institute (ANSI) chartered Accredited Standards Committee (ASC) X12). 

Administer the DLMS for assigned functional areas and receive policy guidance from 

proponent offices of the ASD(LM&R), DPAP, and the DoD Comptroller, as appropriate. The 

Director, DLA Logistics Management Standards Office will:

C1.4.3.1. Establish a formal change management process for the DLMS.

C1.4.3.2. Establish Process Review Committees (PRC) composed of 

representatives from the DoD Components and participating external organizations for each 

of the DLMS functional areas of finance, pipeline measurement, supply discrepancy reporting 

and supply (to include but not limited to requisitioning and issuing procedures, physical 

inventory, and disposition services). PRCs are also established for DoD Activity Address 

Directory (DoDAAD) and Military Assistance Program Address Directory (MAPAD). 

Designate a chair for each PRC.

C1.4.3.3. Designate a program administrator to serve as the DoD focal point for 

the Physical Inventory Control Program. Chair the Joint Physical Inventory Working Group 

(JPIWG) to recommend guidance and develop program enhancements for physical inventory 

control of DoD supply system materiel. 

C1.4.3.4. Designate a program administrator to serve as the DoD focal point for 

the DoD Small Arms and Light Weapons Serialization Program (DoDSA/LWSP. Chair the 

Joint Small Arms and Light Weapons Coordinating Group (JSA/LWCG) to perform the 

responsibilities defined in the JSA/LWCG Charter.

C1.4.3.5. Ensure uniform implementation of the DLMS by doing the following:

C1.4.3.5.1. Review implementation dates and plans of the DoD Components 

and participating external organizations, and make recommendations for improvement.

C1.4.3.5.2. Perform analysis and design functions to implement new or 

revised policy guidance and instructions, provided by OSD proponent offices, and to ensure 

the involvement of DLA Transaction Services with telecommunications planning in an 

integrated system design.

C1.4.3.5.3. Develop and recommend, to the appropriate OSD proponent 

office(s), new or revised policy with supporting analysis which identifies and explains process 

improvements and indicates methods to accomplish identified changes.

C1.4.3.5.4. Serve as the Department’s Executive Agent for logistics data 

interchange on behalf of the DLA Director, as delineated in DoD Directive 8190.1.
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C1.4.3.5.5. Develop, publish, and maintain the DLMS manual and related 

DLM publications consistent with the DLM requirements identified in DODI 4140.01.

C1.4.3.5.6. Develop or evaluate proposed DLMS changes (PDC) and 

coordinate them with the DoD Components and participating external organizations. Provide 

a copy of all PDCs to the applicable OSD proponent office.

C1.4.3.5.7. Review, evaluate, and recommend improvements to curricula of 

DoD Components and participating external organizations’ training schools offering DLMSrelated courses.

C1.4.3.5.8. Assist DoD Components and participating external organizations 

in resolving problems, violations, and deviations that arise during operations and are reported 

to the PRC Chair. Refer unresolved matters to the applicable OSD proponent office with 

analysis and recommendations for resolution and corrective action.

C1.4.3.5.9. Make available to DASD(SCI) and to DoD Components, a status 

review of all DLMS revision proposals that have not been approved for publication or, that if 

approved, have not been implemented. The status review is updated weekly and is available 

from the DLA Logistics Management Standards Office Website:

www.dla.mil/j-6/dlmso/eLibrary/changes/processchanges.asp.

C1.4.3.5.10. Review and coordinate with the DoD Components and 

participating external organizations all requests for system deviations and exemptions and 

make applicable recommendations to the OSD proponent office based on fact-finding status 

or analysis of accompanying justification.

C1.4.4. Heads of DoD Components and Participating External Organizations. 

Designate an office of primary responsibility for each DLMS functional area identified in 

section C1.3. Identify to DLA Logistics Management Standards Office, the name of a primary 

and alternate PRC representatives for each functional area who will:

C1.4.4.1. Serve as members on, and fulfill the responsibilities of, the PRC for that 

function.

C1.4.4.2. Provide the DoD Component's or external organization's position on 

DLMS matters and have the authority to make decisions regarding procedural aspects.

C1.4.4.3. Ensure continuous liaison with the DLMS PRC Chair and with other DoD 

Components and participating external organizations.

C1.4.4.4. Submit to the Director, DLA Logistics Management Standards Office, or 

appropriate PRC Chair, as DLMS PDCs, all proposed changes affecting logistics business 

processes irrespective of the electronic business technology employed following the 

procedures in Chapter 3 of this volume. Perform the initial evaluation of PDCs that originate 

within the DoD Component or participating external organization and return such proposals 

with the evaluation results.
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C1.4.4.5. Perform the initial evaluation of all beneficial suggestions to the DLMS 

originating within the DoD Component or participating external organization. For suggestions 

considered worthy of adoption, submit a PDC to the DLMS PRC Chair in accordance with 

Chapter 3 of this Volume for processing in the normal manner. The originator's PRC 

representative will determine any awards using normal DoD Component or participating 

external organization procedures.

C1.4.4.6. Develop and submit to the PRC Chair, a single, coordinated DoD 

Component or participating external organization position on all PDCs within the time limit 

specified. When a PDC affects multiple DLMS functional areas, the control point for the PRC 

identified in the proposal will submit the single coordinated response.

C1.4.4.7. Accomplish internal training to ensure timely and effective 

implementation and continued operation of the approved DLMS. Review, evaluate, and 

update, at least annually, curricula of internal training programs to ensure adequacy of 

training. Furnish a copy of initial and revised training curricula to the appropriate DLMS PRC 

Chair.

C1.4.4.8. Implement the approved DLMS and changes thereto. Provide the PRC 

Chair with status information concerning implementation of approved changes. Report 

Control Symbol (RCS) DD-A&T(AR)1419 applies for this requirement. Begin reporting the 

first period following publication of the approved DLMS change. Stop reporting after 

identifying the approved change when the change is fully implemented. Cite the DoD 

Component or participating external organization implementing publication(s) and change 

number(s), and identify the operating system or subsystem involved. Provide the DLMS PRC 

Chair a copy of the publication change. Send the reports to the DLMS PRC Chair.

C1.4.4.9. Ensure that operating activities supporting the DLMS comply with the 

requirements and procedures published in the DLMs.

C1.4.4.10. Continually review and revise internal procedures to correct 

misinterpretation and prevent duplication of records, reports, and administrative functions 

related to the DLMS.

C1.4.4.11. Review supplemental procedures and/or implementing procedures 

issued by the DoD Components and participating external organizations to ensure 

conformance with the approved DLMS.

C1.4.4.12. Provide, to the appropriate PRC Chair, copies of supplemental and 

internal procedures, and changes thereto, related to operation of the DLMS.

C1.4.4.13. Report to the PRC Chair, problems, violations, and deviations that arise 

during system operations.

C1.4.5. Process Review Committees. PRCs are joint forums for each of the DLMS 

functional areas responsible for development, expansion, improvement, maintenance and 

administration of the DLMS. PRCs include finance, pipeline measurement, supply 

discrepancy report and supply (to include requisitioning and issuing procedures, physical 
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inventory accountability, and disposition services). PRCs are also established for DoDAAD, 

and MAPAD. The PRC representatives are listed on the DLA Logistics Management 

Standards Office Website, “Committees” page. The DLMS PRCs will:

C1.4.5.1. Be administered/controlled by the applicable DLMS PRC Chair.

C1.4.5.2. Consist of representatives from the DoD Components and participating 

external organizations.

C1.4.5.3. Meet at the request of the PRC Chair. The PRC Chair will, when 

possible, announce the meeting and identify the agenda items 30 calendar days in advance. 

The PRC Chair will issue fully documented minutes of these proceedings to each 

participating DoD Component or external organization, and the applicable OSD principal staff 

assistant (PSA), within 30 calendar days after the meeting.

C1.4.5.4. Review and resolve comments on PDCs, deviations, and waivers, or 

other problems and violations, and provide recommendations for implementation or 

disapproval. Refer any action that the PRC cannot resolve to the appropriate OSD PSA.

C1.4.5.5. Ensure uniform and effective implementation of DLMS requirements by:

C1.4.5.5.1. Conducting periodic evaluations to determine effectiveness of 

DoD/DLMS policies, procedures, and processes.

C1.4.5.5.2. Conducting reviews of selected DLMS operational areas to 

determine conformance with, and evaluate the effectiveness of, DLMS requirements and to 

interpret or provide clarification of DLMS procedures.

C1.4.5.5.3. Reporting findings and recommendations of evaluations and 

reviews, with comments of the DoD Components and participating external organizations, to 

the applicable OSD PSA.

C1.4.6. DLA Transaction Services. DLA Transaction Services serves as the logistics 

central hub through which all DLMS transactions pass for selective data edits, business rule 

application, translation, routing, archiving, and data warehousing. The services provided

allow the DoD Component supply systems to speak the same language, by receiving data 

(sometimes non-standard), editing and validating the transactions; and forwarding the 

transactions, in the correct format, to the proper destination. DLA Transaction Services 

developed and maintains the Defense Automatic Addressing System (DAAS) to provide 

these services. The DAAS Manual is available on the DLA Logistics Management Standards

Office Website

www.dla.mil/j-6/dlmso/elibrary/manuals/dlm/dlm_pubs.asp. To ensure that these services are 

effective, DoD Component must route all DLMS transactions to DLA Transaction Services. 

Key responsibilities for DLA Transaction Services are:

C1.4.6.1. develop DLMS mapping and conversion processes,
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C1.4.6.2. implement Approved DLMS Changes (ADC) and ensure that all 

modifications are incorporated into the, edits, translation rules, and records,

C1.4.6.3. implement DLMS logistics data transmission requirements and execute 

system modification tasks supporting the DLMS documented in ADCs,

C1.4.6.4. provide telecommunications support, archiving and storage, translation 

services, conversion processes, and other services to support DoD Component 

implementation of the DLMS, 

C1.4.6.5. capture required data and produce the end-to-end pipeline metrics 

specified by the Pipeline Measurement PRC,

C1.4.6.6. develop, host and maintain enterprise applications and databases such 

as the DoDAAD, MAPAD, Web Supply Discrepancy Reporting, and host and maintains 

numerous essential database tables such as the Fund Code Table. 

C1.5. DISTRIBUTION OF THE DLMS DEFENSE LOGISTICS MANUAL

C1.5.1. DLMS Manual. The DLMS manual is published electronically. No hard-copy 

document is available. The Defense Logistics Manuals are available from the DLA Logistics 

Management Standards Office Website www.dla.mil/j-6/dlmso under the header "Logistics 

Management Standards Publications." Any further distribution will be accomplished within 

each DoD Component or external organization based upon approved distribution data 

generated through their internal publication channels.

C1.5.2. Changes. DLMS changes are published electronically and are available on the 

DLA Logistics Management Standards Office Website www.dla.mil/j-6/dlmso under the 

header "DLMS Process Changes."

C1.6. HOW TO USE THE DLMS MANUAL

C1.6.1. Structure of the Manual

C1.6.1.1. Manual Layout. The DLMS manual comprises seven volumes: Volume 

1, Concepts and Procedures; Volume 2, Supply Standards and Procedures; Volume 3, 

Transportation; Volume 4, Finance; Volume 5, Reserved; Volume 6, Logistics Systems 

Interoperability Support Services, and Volume 7, Contract Administration.

C1.6.1.2. DLMS Volumes

C1.6.1.2.1. DLMS Content. Each volume of the DLMS manual contains its 

own Foreword, Change History Page, and Table of Contents showing procedural chapters 

with listings of figures, and tables and appendices. Each volume of the DLMS manual may 

also contain appendices for related data that apply to multiple chapters in the volume; 

however, use of any of the functional area volumes requires simultaneous access to the 

DLMS Manual Volume 1 reference material items (e.g., terms, acronyms, and the DLMS 

change process).
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C1.6.1.2.2. DLMS Implementation Conventions. Appendix 7 introduces the 

DLMS ICs that explain the use of the DLMS. The DLMS ICs are available on the DLA 

Logistics Management Standards Office Website

www.dla.mil/j-6/dlmso/elibrary/TransFormats/140_997.asp. For each DLMS IC, a hyperlink 

is provided to machine readable formats (X12 and XML) DLMS Change History and 

corresponding DLSS legacy transaction format.

C1.6.1.3. DLMS Reference Material in Volume 1. Volume 1 contains appendices 

with reference items applicable to the entire manual. Reference items are:

Appendix 1 References 

Appendix 2 Terms and Definitions 

Appendix 3 Acronyms and Abbreviations 

Appendix 4 DLSS/DLMS Conversion Guides 

Appendix 5 DLMS to DLSS

Appendix 6 DLMS Code List Qualifiers

Appendix 7 DLMS Transaction Formats

Appendix 8 Transaction Set 997 Implementation Convention, Functional 

Acknowledgement

Appendix 9 DLMS Change Process Flow Chart

Appendix 10 DLMS Compliance
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C2. CHAPTER 2

BUSINESS CONCEPTS AND ENVIRONMENTS

C2.1. OVERVIEW

C2.1.1. Defense Logistics Management Standards. The Defense Logistics 

Management Standards (DLMS) provide procedures and data formats to link the various 

component organizational elements of the Defense Logistics community including: inventory 

control points (ICPs), distribution depots, maintenance depots, transportation nodes, and end 

users in posts, camps, stations, ships, and deployed units. The DLMS address the different 

functional processes of logistics and provides standards to exchange data across the Military 

Services, Defense Agencies, other Federal Agencies, foreign national governments, 

international government organizations, and nongovernment participants. As other electronic 

business (EB) methods emerge, DLMS will incorporate these new capabilities into the DoD

logistics business processes, as appropriate.

C2.1.2. Purpose. This chapter provides an overview of some of the technologies and 

procedures that all participants must implement to employ the DLMS across the range of 

participating organizations. This chapter also provides a road map to other parts of the 

manual that may provide more details about specific topics.

C2.2. DLMS IMPLEMENATION PROCESS. DLA Logistics Management Standards Office 

coordinates DLMS related requirements with the DoD Component focal points and interfaces 

with DLA Transaction Services to ensure that requirements are fulfilled. These requirements 

are transformed into new or revised DLMS procedures, transactions and data standards. 

C2.2.1. Transactions. The DLMS provide descriptive procedures, transactions, and 

data formats for computer-to-computer communications. The transactions initiate a logistics 

action (e.g., requisition an item, authorize a funds transfer, ship an item). The transactions 

are structured and formatted to be transmitted by computer systems without human 

intervention.

C2.2.2. Transaction Flow. DLA Transaction Services acts as a central hub for all DLMS 

transactions. Transactions flow from the originator's computer to the Defense Automatic 

Addressing System (DAAS) operated by DLA Transaction Services. DAAS will edit the 

transactions for correct format, retain an image in an interactive data base for user access, 

and route the transactions to the correct recipient(s). The receiving computer(s) will process 

the transactions and initiate the appropriate logistics action. This action will frequently result 

in generation of additional DLMS transactions to other systems and/or responses back to the 

originator via DAAS. Refer to DLM 4000.25-4, DAAS Manual for procedures and operations 

of DLA Transaction Services.
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C2.3. DLMS DATA MANAGEMENT 

C2.3.1. Data management for DLMS provides data standards, syntax, and procedures 

necessary to ensure the data at the heart of DLMS transactions is well understood and 

interoperable. It prevents overlapping or incompatible uses of data and enables trading 

partners to communicate data or carry forward important data through related processes. The 

foundation of DLMS data management is based on the guiding principles established in DoD 

Directive (DoDD) 8190.1, “DoD Logistics Use of Electronic Data Interchange (EDI) 

Standards,” May 5, 2000, and DoDD 8320.02, “Data Sharing in a Net-Centric Department of 

Defense.” April 23, 2007. DLMS Data Management is further described in Chapter 5 of this 

volume.

C2.3.2. Continued Support For Legacy Data. DAAS will continue to execute the DLSS 

error notification processes until DoD has totally implemented the DLMS.

C2.4. REQUIREMENTS FOR NEW OR REVISED DLMS PROCEDURES

C2.4.1. Use of DLMS Procedures. DoD Components must use standards and 

procedures prescribed by the DLMS when undertaking development of new or revising 

existing logistics systems. If a DoD Component or other participating external organization 

requires changes to, or expansion of, the existing DLMS to accommodate technological 

innovations planned for new system designs, they must submit PDCs with full justification 

and explanation of the intended use following the instructions in Chapter 3 in this volume.

C2.4.1.1. DLMS Enhancements. The DLMS procedures and the supporting DLMS 

Implementation Conventions (IC) identify DLMS enhancements that may not have been 

implemented by all DLMS trading partners or within legacy systems. Therefore, data 

associated with an enhancement transmitted within a DLMS transaction may not be received 

or understood by the recipient’s automated processing system. Additionally, DLMS 

procedures may not have been developed to support the data exchange. Components 

wishing to implement DLMS enhancements must coordinate with DLA Logistics Management 

Standards Office and trading partners prior to use. DoD Components must submit a PDC 

reflecting required business rules/procedures prior to implementation of DLMS 

enhancements already documented in DLMS ICs. 

C2.4.1.2. Future Streamlined Data. The DLMS procedures and the supporting 

DLMS ICs identify data that may be targeted for elimination under a full DLMS environment. 

This data is often referred to as “future streamlined data”. This data is retained within DLMS 

during a transition period when many trading partners employ legacy systems or cannot 

move to full DLMS capability. DoD Components wishing to streamline data must coordinate 

with DLA Logistics Management Standards Office prior to doing so. Components need to

submit a PDC reflecting any revised business rules associated with such termination.

C2.4.1.3. DLMS Data Element Field Size. The DLMS ICs identify ANSI X12 field 

sizes and some field size constraints existing under DLSS legacy transactions. Many DLMS 

trading partners operating within a legacy system will not be able to support the DLMS 

expanded field size. Components desiring to implement an expanded field size under DLMS
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must be aware that the conversion process to the DLSS legacy transactions cannot 

accommodate the larger fields. Components must coordinate with DLA Logistics 

Management Standards Office prior to use and may submit a PDC to adjust a field size to a 

recommended length.

C2.4.2. Submission of New Data Elements. Data elements employed in DoD-wide, 

inter-DoD Component, and participating external organization logistics systems’ authoritative 

issuances that have not been standardized under DoDD 8320.02, “Data Sharing in a NetCentric Department of Defense,” April 3, 2007, will be submitted as proposed DoD logistics 

standards following procedures developed under the authority of ASD(L&MR). DoD logistics 

standard data elements must be used in design and upgrading of:

C2.4.2.1. DoD-wide and inter-DoD Component automated logistics systems and 

authoritative issuances, and

C2.4.2.2. DoD Component systems and issuances.

C2.5. DATA REQUIREMENTS AND FORMATS

C2.5.1. General Information. The DLMS use ANSI ASC X12 transactions for EDI and 

X12 based extensible markup language (XML). EDI is widely used in the private sector to 

conduct business operations, and also between industry and the Government in acquisition, 

transportation, finance, and other functional areas. The DLMS extend this electronic 

connectivity to internal DoD logistics operations. The DLMS may also expand to include 

other emerging EB methods as they are standardized and approved for use by the DoD. The 

standards and conventions are described in Chapter 6 of this manual.

C2.5.2. DLMS ANSI ASC X12 Conversion Guides. Three conversion guides must be 

incorporated in DoD systems using ANSI ASC X12 transaction formats to convert DoD data 

values established in legacy systems to the corresponding ANSI ASC X12 code values. DoD 

applications must convert outbound transactions from DoD code values to ANSI code values 

based on the DLMS Conversion Guide definitions. DoD applications must convert inbound 

transactions from ANSI code values to DoD code values based on DLMS Conversion Guide 

definitions (Appendix 4). The three conversion guides available from a link on the DLA 

Logistics Management Standards Office Website www.dla.mil/j-6/dlmso and Appendix 4 are:

C2.5.2.1. Transportation Mode of Shipment/Transportation Method/Type Code 

Conversion Guide. 

C2.5.2.2. Type of Pack Conversion Guide.

C2.5.2.3. Unit of Material Measure (Unit of Issue/Purchase Unit) Conversion 

Guide.

C2.5.3. Legacy Format to DLMS Cross Reference Tables. A Defense Logistics 

Standard System (DLSS) legacy 80 record position format to DLMS transactions cross 

reference table provides the following information:
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C2.5.3.1. Cross Reference to Legacy Formats. Cross Reference of each legacy 

format Document Identifier Code (DIC) (e.g., A01) to DLMS IC number (e.g., 511R) for legacy 

format processes in DIC sequence and DLMS IC sequence. Refer to Appendix 5.

C2.5.3.2. Correlation Tables. MILSTRAP correlation tables in legacy DIC 

sequence provide general functional equivalency between each MILSTRAP legacy DIC and 

DLMS IC. Details for the correlation tables are provided in Appendix 5, DLMS to DLSS Cross 

Reference Tables. The MILSTRAP correlation tables can be viewed at 

www.dla.mil/j-6/dlmso/eApplications/LogDataAdmin/dlssdlmscrossreftable.asp

C2.5.3.3. Cross Reference Tables. Cross reference tables for each legacy 80 

record position DLSS DIC are available in DIC and DLMS sequence, here:

www.dla.mil/j-6/dlmso/eApplications/LogDataAdmin/dlssdlmscrossreftable.asp

C2.5.4. DLMS Code Lists/Qualifiers. DLMS Code Lists/Qualifiers used to identify DoD 

functional data elements in the DLMS ICs are described in Appendix 6. They are accessible

from a link in Appendix 6, DLMS Code List Qualifiers, or here:

www.dla.mil/j-6/dlmso/eApplications/LOG.NET/UIL/Log_Qualifiers/LQHome.aspx

C2.5.5. Editing

C2.5.5.1. General. Data contained in DLMS transactions must be complete and 

accurate for the receiving computer systems to process. The following paragraphs define 

principles for maintaining accurate data within the DLMS for all participants.

C2.5.5.2. Edit at Origin. DLMS procedures require recipients to edit and, if 

necessary, reject transactions back to the sender. Originating activities should maximize 

editing and validation on their own transactions prior to transmission; this can minimize the 

expense and delay involved in processing erroneous transactions. Outbound transactions 

must meet all DLMS IC requirements. Components may apply more stringent or specific edit 

requirements on outbound transactions to meet their business requirements 

C2.5.5.3. Use Data Only as Defined. Data elements will carry ONLY the data 

specifically defined in the DLMS ICs. Capabilities exist within the DLMS to support DoD 

Component unique data. However, DoD Components must submit proposed DLMS changes 

following Volume 1, Chapter 3 requirements to address any planned usage of Componentunique data.

C2.5.6. Error Processing

C2.5.6.1. Transaction Set (TS) 997, Functional Acknowledgement. DLMS use TS 

997 when the translator encounters an error that violates ANSI ASC X12 syntax rules. TS 

997 may also be used to acknowledge receipt of a transaction set without error when agreed 

to between the DoD and a commercial trading partner. Use of TS 997 is discussed in more 

detail in Appendix 8 of this manual and in DLM 4000.25-4, Defense Automatic Addressing 

(DAAS) Manual.
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C2.5.6.2. DLMS Implementation Convention 824R, Reject Advice. DLMS 824R is 

used by the transaction recipient to reject a DLMS transaction that could not be processed 

due to erroneous or missing data based on requirements identified in the DLMS IC for a 

particular transaction. DLMS 824R is generated as an exception by DAAS and DoD 

Component application programs to convey information to the sender’s application process. 

Originating sites will possess technical and procedural means to receive the application 

advice, correct errors, and retransmit appropriate data. Use of DLMS 824R is discussed in 

Volume 1, Chapter 4, Functional Application Errors.

C2.5.7. Change Control. DLA Transaction Services is the designated activity to 

perform change management for the translator used to convert legacy DLSS to DLMS or 

DLMS to legacy DLSS. DLA Transaction Services will upgrade the translator as logistics 

data requirements change and the DLMS are updated to reflect the changes. Volume 1 

Chapter 3 discusses the guidelines for maintaining the DLMS and defines the procedures for 

processing and recording proposed DLMS changes.

C2.5.8. Enveloping. The DLMS support the bundling of multiple groups of data, 

referred to as enveloping. Specifically, multiple transactions can be bundled into a single 

DLMS interchange. Multiple transaction sets of a similar type can be placed into a single 

functional group, and multiple functional groups can be placed into a single interchange 

group. The DLMS use of envelopes is consistent with ANSI ASC X12.6 standards. Refer to 

DLM 4000.25-4, Defense Automatic Addressing (DAAS) Manual (Communications) for 

details of DLMS envelope usage.

C2.6. DLMS DEVIATIONS OR WAIVERS

C2.6.1. Submission. DoD Components and participating external organizations will not 

request DLMS deviations or waivers solely to accommodate existing internal systems and 

procedures or organizational environments. When requesting deviations or waivers, DoD 

Components and participating external organizations must submit them following the 

guidelines in Chapter 3 in this volume.

C2.6.2. Review. The PRC Chairs will consider requests for DLMS deviations or waivers 

when the requestor demonstrates that the system cannot provide a workable method or 

procedure, or cannot accommodate interim requirements. The Director, DLA Logistics 

Management Standards Office will forward unresolved matters to the applicable OSD 

proponent office for resolution. 

C2.7. COMMUNICATION REQUIREMENTS

C2.7.1. Telecommunication Networks. The method for conveying DLMS transactions 

from one activity to another will be by DoD and Federal electronic telecommunications 

networks. DoD Components will route all DLMS transactions to DLA Transaction Services. 

The Defense Information Systems Network (DISN) is the main network pathway for 

transmission of transactions to and from the DAAS. Refer to the DLA Transaction Services 

procedures in DLM 4000.25-4 for DLMS-specific capabilities and requirements for 

transmitting data within the DISN. 
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C2.7.2. Common Communications Approach. All participating activities must use a 

common communications approach. DLA Transaction Services procedures (DLM 4000.25-4) 

define specific communication requirements. The following paragraphs highlight some of the 

key communications requirements:

C2.7.2.1. Data transmission will be via the DISN or other approved alternatives.

C2.7.2.2. Compression algorithms as defined by DLA Transaction Services will be 

used.

C2.7.2.3. Transaction set syntax and content will be in accordance with ANSI ASC 

X12.6 standards and the DLMS implementation conventions defined in this manual.

C2.7.2.4. Transactions through DAAS are encrypted. 

C2.7.2.5. Component activities will maintain copies of all transmissions for at least 

one week, and will be able to retransmit them at the request of the receiving party. DLA 

Transaction Services will retain a copy of all receipts and transmissions. The length of the 

retention periods will vary by the specific transaction set. DLA Transaction Services 

procedures define the retention period for each type of transaction set.

C2.7.2.6. DLMS transactions are variable length and in many cases have no 

practical maximum size. However, for transmission purposes, an overall maximum size will 

be imposed for transaction sets and transmission envelopes (see Chapter 4).1

C2.7.3. Technical Solutions. DoD Component activities will have the discretion to 

determine the technical means to create the data exchange formats defined above, for 

example, using a commercial translator or develop their own software.

C2.8. DLA TRANSACTION SERVICES OPERATIONS

C2.8.1. Functions. DLA Transaction Services is central to all DLMS operations.2 It 

performs numerous corporate functions for DLMS operations including:

C2.8.1.1. Performing basic edits and returning any transactions with errors back to 

the originator.

C2.8.1.2. Archiving all received and transmitted messages, to ensure 

retransmission capability in the event the original message was lost due to computer or 

telecommunications failure.

C2.8.1.3. Generating images, as required.

C2.8.1.4. Holding or forwarding transactions per DoD Component profile for the 

recipient.

 1 Temporary restrictions at the data element level may be imposed on translation requirements to the previous fixed-length 

formats. 2 Complete procedures for DLA Transaction Services are contained in the DLM 4000.25-4, DAAS Manual.
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C2.8.1.5. Executing "suppress" or other national command directives.

C2.8.1.6. Loading transaction data into the Logistics On-Line Tracking System 

(LOTS).

C2.8.1.7. Coordinating and providing DoD management information on supply 

system performance evaluation.

C2.8.1.8. Performing additional functions for requisitioning, including rerouting 

requisitions to the correct source of supply (SOS).

C2.8.1.9. Rerouting other documents using DoD Component rules and records as 

appropriate.

C2.8.1.10. Evaluating the "To" address capability for receiving transactions in 

DLMS versus DLSS format.

C2.8.1.11. Converting transactions from legacy format DLSS to DLMS and from 

DLMS to DLSS, as required.

C2.8.2. DLMS Global Services Provider. DLA Transaction Services maintains activity 

profiles recording EDI capability, compression techniques, encryption techniques, 

communications media, and other address data of the DoD Components.

C2.8.2.1. Capabilities. In its role as the DLMS Global Services Provider and as a 

DoD distribution point for EDI communications with industry, DLA Transaction Services 

maintains an extensive capability to translate between EDI formats and other file structures. 

As required, DLA Transaction Services will provide translation between DLMS and 

Component user defined formats; between multiple versions of the ANSI ASC X12 standards; 

and between other EDI formats, such as XML. In addition, DLA Transaction Services will

support translation between DLSS legacy formats and DLMS formats referred to as 

“conversion”.

C2.8.2.2. Transition Conversion Requirements. During a transition period of 

indeterminate length, the DoD will operate in a mixed legacy 80 record position/DLMS 

environment. DAAS will provide conversion processing between the standard legacy 

formats and DLMS to support this transition. Legacy format to DLMS conversion tables have 

been developed that facilitate the conversion of data from legacy format to DLMS, and viceversa. The conversion tables enable logistics business to be conducted in both 

environments. To accomplish the conversion, DLA Transaction Services uses a commercial 

“any to any” mapping software package that supports a robust conversion. The Components 

are able to use their current format, either legacy format or DLMS, to initiate a transaction. 

DLA Transaction Services incorporates and maintains a profile of each organization and 

specifies whether the organization is operating in legacy format, DLMS, or both. The legacy 

format data elements are retained in DLMS to support the conversion. However, DLMS 

enhanced data may not be supported in legacy or transitioning systems, so coordination with 

DLA Logistics Management Standards Office is required prior to implementation of DLMS 

enhancements.
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C3. CHAPTER 3

CHANGE MANAGEMENT

C3.1. GENERAL INFORMATION

C3.1.1. Guidelines Description. This chapter describes the guidelines for maintaining

the Defense Logistics Management Standards (DLMS), DLMS Implementation Conventions 

(IC), and procedures. The change management process ensures the proper documentation 

of all proposed or approved changes to the DLMS. These guidelines also apply to the legacy 

80 record position based systems changes (hereafter referred to as “legacy systems or 

formats”) and changes employing Electronic Business (EB) methods other than Electronic 

Data Interchange (EDI) that are chosen by DoD Components for use within their logistics 

business processes and systems. The DLMS will support emerging EB technologies such 

as: data sharing, automatic identification technology, electronic malls, web-based technology, 

electronic funds transfer, etc.

C3.1.2. Structured Collaboration Model. The DLMS change management process uses 

a structured collaboration model as a managed transformation process. On the input side, the 

Proposed DLMS Change (PDC) process factors in relevant DoD level policy guidance, DoD 

Component business requirements, relevant subject matter experts and DLA Transaction 

Services subject matter and technical expertise. The output side of the structured 

collaboration model, the Approved DLMS Change (ADC) provides new or revised business 

rules, business objects, metadata, and functional requirements to guide Component 

implementation of the ADC. 

C3.2. MAINTAINING DLMS IMPLEMENTATION CONVENTIONS. DLA Logistics 

Management Standards Office coordinates the implementation of the DLMS and maintains 

control of related standards, DLMS ICs (also known as DLMS Supplements), procedures, 

and common support packages (e.g., versions of the American National Standards Institute,

Accredited Standards Committee (ANSI ASC) X12 standards, extensible markup language 

(XML) based standards), participates in the standards-setting process, and ensures 

compliance with approved EDI standards. A DLMS IC is a composite guideline that 

documents a specific business interpretation of an ASC X12 transaction set standard. The 

DLMS IC defines the structure, content, and DLMS business rules for a specific business 

interpretation; it maps application data requirements into specific data fields within the X12 

transaction set and establishes parameters for its business usage.

C3.2.1. Change Management

C3.2.1.1. Scope. DLMS change management is the approval/disapproval and 

prioritization of changes to DLMS, achieved through DoD Component coordination and 

consensus, thereby promoting an integrated approach to standardization and modernization 

of DoD logistics business processes. Control of changes includes documentation, 

justification, systematic evaluation, coordination, release, implementation, and publication.
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C3.2.1.2. Purpose. The change management process ensures that those involved 

in the change process define and evaluate the full impact of a change based on at least the 

following considerations before making a decision to approve and implement the change:

C3.2.1.2.1. Functional requirements

C3.2.1.2.2. Change justification

C3.2.1.2.3. Quality assurance

C3.2.1.2.4. Operational readiness

C3.2.1.2.5. Systems interfaces

C3.2.1.2.6. Technical reviews

C3.2.1.2.7. Estimated impact on total life-cycle costs.

C3.2.2. Reporting Requirements

C3.2.2.1. Status Reports. DoD 4140.1-R, “DoD Supply Chain Materiel 

Management Regulation”, May 23, 2003 directs DoD Components to provide the DLMS PRC 

Chair with the implementation status of approved changes. Report Control Symbol (RCS) 

DD-A&T(AR)1419 applies for this requirement. Begin reporting the first period following 

publication of the approved DLMS change. Stop reporting after identifying the approved 

change when the change is fully implemented. Cite the DoD Component or participating 

external organization implementing publication(s) and change number(s), and identify the 

operating system or subsystem involved. Provide a copy of the publication change to the 

DLMS PRC Chair. Send reports to the DLMS PRC Chair.

C3.2.2.2. Status Reviews. DLA Logistics Management Standards Office will 

maintain status of DLMS changes. The report will show the title and change number, 

associated dates, and current status for each DoD Component. The status review is updated 

continuously and is available from the DLA Logistics Management Standards 

Website www.dla.mil/j-6/dlmso/eLibrary/changes/processchanges.asp

C3.3. DLMS VERSION CONTROL

C3.3.1. Version Numbering. The official ANSI ASC X12 version of a standard 

transaction set (e.g., 511) is a key ingredient in the successful application of DLMS ICs. The 

version number is transmitted as a code in the functional group header within an interchange 

envelope. The version is transmitted as a three-position code. Each major ANSI ASC X12 

standards revision involving the public review process that leads to a publication of a set of 

American National Standards causes the version number to increase by one. The 

predominate DLMS version is 004. The next three positions designate the release level within 

each version, e.g., 010. The release number of each version is identified in the second 

position of the release level. The initial ASC X12 release is release one (010). The 

predominant DLMS releases are 010 and 030. Both version and release numbers are 
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commonly referred to as a version/release, e.g., ANSI ASC X12 version/release 004010 

(“4010”).

C3.3.2. Multiple DLMS Versions. DLMS may support multiple ICs based on different 

versions/releases of the X12 standard dependent upon trading partner requirements. In 

addition, DLMS may support multiple standards of DLMS ICs within each ANSI ASC X12 

version/release. Currently some transactions such as the DLMS 947I support multiple 

standards; the newer (004030) version/release is used for new implementations, while 

enabling existing implementations to remain at an older version/release (004010), until they 

can be modified to the newer version/release. Older version/release DLMS ICs may not have 

all the functionality of the newer one, so Component AIS should plan to modernize to the 

newer version release (4030). Once all Component AIS have modernized to the newer 

version release, DLA Logistics Management Standards Office will cancel the old DLMS IC via 

a formally staffed DLMS change.

C3.4. DLMS CHANGE PROCESS

C3.4.1. New and Revised Requirements. A new requirement, design modification, 

system deficiency, change in DoD logistics policy, information exchange, or an operational 

emergency can all trigger a PDC. Examples of significant changes include those that create 

substantial life cycle cost savings, correct deficiencies, or make significant effectiveness 

change(s) in operational or logistics support requirements. Proposal submission requires 

inclusion of detailed procedures, and the text of revisions for the DLM 4000.25 series of 

manuals. Other changes include, but are not limited to: revisions to formats, codes, 

procedures; or changes requiring interface with other systems, retail level systems, or 

Federal Agencies. For all DLMS changes, two key elements are defining the problem, 

process gap or process improvement desired, and socializing the proposed change within the 

Component subject matter experts and putting forward a recommendation from a set of 

alternative solutions.3 To aid in ensuring the successful and timely processing of a PDC, the 

submitter should accomplish the following actions prior to its formal submission:

C3.4.1.1. Issue Identification: Determine the problem, process gap, or process 

improvement that is desired. The clear and complete articulation of the problem, process 

gap, or process improvement (including available problem examples and/or illustrative data) 

aids in the understanding by all parties involved. It also aids in the formulation of solution 

alternatives, preliminary internal Component socialization, and will be essential in the 

preparation of the draft PDC. 

C3.4.1.2. Socialization within the Component: Coordinate with subject matter 

experts of the issue and postulate alternative solutions. A thorough preliminary vetting of the 

problem statement and alternatives by the Component subject matter experts provides an 

internal validation of the problem statement, ensures that all viable alternatives have been 

developed and that there are no unforeseen/undocumented detrimental impacts to other 

processes and process owners.

 3 DLMS Training slides Module 6,

www.dla.mil/j-6/dlmso/eapplications/training/dlmsmodules/Module6-ProposedDLMSChanges.pptx
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C3.4.1.3. Initial heads-up: contact with Component PRC representative and DLMS

PRC chairperson. Early contact with the Component PRC representative and PRC Chair

allows for a determination if similar solutions have been submitted and rejected and why, 

other applicable solutions from other Components that have either been adopted or are 

proposed, being worked, and are applicable to the stated problem resolution.

C3.4.1.4. Strict adherence to DLM 4000.25 PDC instructions: The adherence to 

the instructions for drafting PDCs is the first item of review by the applicable DLMS PRC 

Chair. Following the instructions aids the overall process by eliminating rejects back to the 

submitter for administrative errors, lack of clarity, omissions, and incompleteness. 

C3.4.1.5. Provide advance unofficial draft copy to DLMS PRC chairperson: 

Providing an advance copy allows the PRC Chair to do a quick review and provide feedback 

to the submitter on any administrative errors, lack of clarity, omissions, and incompleteness 

that should be corrected prior to the submitters staffing the draft proposal inside their 

Component. 

C3.4.1.6. Internal Component staffing, review, finalization: Prior to draft PDC 

submission to the DLMS PRC Chair, the final draft proposal should be fully vetted within the 

Component. 

C3.4.1.7. Submit PDC to Component PRC Representative: While anyone can 

initiate a PDC, the DLA Logistics Management Standards Office only accepts draft PDC 

submissions from the designated Component representative to the PRC. Once submitted to 

the DLA Logistics Management Standards Office by the Component PRC representative, the 

draft proposal is treated as that Component’s official position and all internal Component 

staffing and vetting is presumed to have occurred.

C3.4.2. Information Exchanges. PDCs will also be used to effect new or revised 

information exchanges. Information exchange is defined as the process of transferring data 

between two or more applications. The DLMS ICs prescribe the transfer of data among 

applications when transactional business events are communicated. Strict adherence to the 

notes contained in the DLMS ICs is critical to the successful communication among 

applications. The three major categories of notes contained in the DLMS ICs are: 

C3.4.2.1 ANSI ASC X12 Standard Syntax and Semantic Notes: These notes must 

be universally adhered to by all users of the X12 transaction set.

C3.4.2.2 Federal Notes: These notes identify the business rules and usage 

constraints to which all Federal Government users of the X12 transaction set must adhere in 

addition to the ANSI ASC X12 Standard Syntax and Semantic Notes.

C3.4.2.3 DLMS Notes: These notes identify the business rules and usage 

constraints to which all DLMS implementing trading partner users of the DLMS IC must 

adhere, in addition to the ANSI ASC X12 Standard Syntax and Semantic Notes and Federal 

Notes.
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C3.4.3. Submission. PDCs must be submitted to DLA Logistics Management 

Standards Office through the applicable DoD Component PRC member. DLA Logistics 

Management Standards Office may also accept proposed changes submitted through joint 

Service/Agency process action teams or the equivalent sponsoring organization.

C3.4.4. Procedures. Appendix 9 is a flow chart that illustrates the process to submit a 

PDC and the processing of the PDC by the applicable DLMS PRC through the issuance of an 

ADC. In summary, processing a change, waiver, or deviation to DLMS involves the following 

steps and the normal associated timeframes (NOTE: The PRC Chair may accelerate the 

change process from the timeframes indicated and may, when appropriate, extend them):

C3.4.4.1. Step 1. The PDC sponsor (see C3.4.3) submits a PDC (or waiver or 

deviation request) in the format available at 

www.dla.mil/j-6/dlmso/eLibrary/Changes/processchanges.asp, to the Director, DLA Logistics 

Management Standards Office, or appropriate PRC Chair. The instructions are included at 

the end of the change proposal template. When more than one committee is involved, for 

example, supply, finance, or pipeline measurement, the PRC Chairs involved will determine 

the lead PRC and coordination required.

C3.4.4.2. Step 2. Within 10 calendar days of receipt of proposal, the PRC Chair

evaluates the proposal and determines appropriate action, (e.g., return for additional 

information, work with PDC sponsor to clarify/amend, accept for staffing). The PRC Chair will 

verify that the submitter adequately addresses the following items in the PDC:

• Identify impact to current business processes

• Identify organizations and systems and respective roles

• Identify new business procedures and associated business rules

• Define new DLMS data elements and/or changes to existing ones

• Define new information exchanges and/or changes to existing ones

• Identify the required implementation timelines by impacted systems

• Identify any impact to existing DoD policy. 

C3.4.4.3. Step 3. If the proposal is accepted for staffing, the PRC Chair assigns 

a PDC number and updates the draft PDC to ensure the following items are included, as 

applicable:

• Insert required changes to DLM 4000.25 series of manuals

• Insert required changes to DLMS ICs

• Assess interoperability impact to DoD global supply chain

• Identify any additional DoD impacts

• Identify and coordinate with OSD on possible DoD policy impacts

• Optimize solution for reuse, effectiveness and efficiency

C3.4.4.4. Step 4. Once the submitting organization and the DLMS PRC Chair are 

in agreement with the PDC content, the PDC will be released to the DoD Component PRC 

members for coordination. The PRC Chair also determines if submission to external 

standards bodies such as ANSI ASC X12 is required. If the PDC includes a change to a 
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DLMS IC that requires review and approval by the external standards bodies, the PRC Chair

will forward the IC change(s) and/or related data maintenance request(s) to those 

groups/committees for processing after the proposal is approved or in conjunction with 

staffing, as appropriate.

C3.4.4.5. Step 5. The PRC members provide the PRC Chair a fully coordinated 

DoD Component or participating Agency response, including a proposed implementation 

strategy including the desired/required implementation timeline when available, by the due 

date provided in the proposal, normally within 30 days of the date on the PDC. If the 

Component/Agency response is a non-concur, it is incumbent on the PRC representative to 

explain the issue and provide a proposed resolution to the DLMS PRC Chair.

C3.4.4.6. Step 6. The PRC Chair may initiate a follow up for non-response five

calendar days after the due date. Additional follow up may be elevated as appropriate.

C3.4.4.7. Step 7. The PRC Chair will evaluate all comments on the PDC within 10 

calendar days from receipt of all outstanding comments or in conjunction with the next 

scheduled PRC meeting. If necessary, the PRC will resolve comments and/or disagreement 

and establish an implementation date. If the Component comments cannot be resolved by 

the PRC membership or policy issues exist, unresolved issues may be elevated to the 

applicable OSD proponent for resolution. If the PRC approves the PDC, the PRC Chair will 

establish an implementation date based on consensus. If the PDC is disapproved by the 

PRC, the sponsor is notified of the disapproval. 

C3.4.4.8. Step 8. Based on PDC responses, and the interface requirements 

associated with the specific change, the PRC Chair will establish a joint implementation date, 

or when appropriate, either authorize DoD Components and participating organizations to 

implement on a staggered schedule or authorize a limited implementation by impacted 

Components. This information will be included in the ADC. PDCs that begin with the 1000 

number series will retain that same number in the ADCs.

C3.4.4.8.1. When an implementation date is not known/provided as part of 

the PDC adjudication process, the PRC Chair will include in the ADC a requirement for the 

DoD Components and participating organizations to actively monitor for implementation of 

the ADC and provide implementation dates when they become available.

C3.4.4.8.2. When one Component provides an extended implementation 

date, which would delay implementation by the other Components, the PRC Chair will 

attempt to resolve the issue with the appropriate Component or seek a methodology that will 

permit a phased or staggered implementation. When a satisfactory implementation date 

cannot be jointly agreed upon, the PRC Chair may refer the matter to the applicable OSD 

proponent for resolution.

C3.4.4.9. Step 9. The DLMS PRC Chair will prepare the ADC by updating the PDC 

content based on adjudication of Component responses to the PDC. This includes the 

following:

• Formalize changes to DLM 4000.25 series of manuals.
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• Formalize changes to DLMS ICs.

• Create SEF and XSD files in support of DLMS IC changes. 

C3.4.4.10. Step 10. When approved, all approved DLMS changes (ADCs) are 

formally incorporated into the DLMS Manual and posted on the DLA Logistics Management 

Standards Website

www.dla.mil/j-6/dlmso/eLibrary/changes/processchanges.asp.

Approved DLMS changes are also posted with the appropriate DLMS IC at 

www.dla.mil/j-6/dlmso/elibrary/TransFormats/140_997.asp.

C3.4.5. Post-Approved DLMS Change (ADC) Issuance Component Implementation 

Responsibilities.

C3.4.5.1. Review ADC and determine affected Component organizations and 

systems.

C3.4.5.2. Distribute ADC to affected organizations.

C3.4.5.3. Affected activities prepare system change requests (SCRs) for system 

developers/integrators.

C3.4.5.4. Affected system developers/integrators develop rough order of 

magnitude (ROM) estimates of resources and schedules required to implement ADC. 

C3.4.5.5. Submit SCRs/ROMs to applicable system configuration management 

boards for prioritization, resourcing and scheduling. 

C3.4.5.6. Perform system lifecycle release management tasks of documentation, 

coding, testing, and release for affected systems. 

C3.4.5.7. Make necessary change to affected Component publications. 

C3.4.5.8. Conduct necessary training for affected Component personnel.

C3.4.5.9. Provide implementation status updates to the PRC Chair at any time, to 

include full and partial implementation or required deviation. When Components are unable to 

meet established implementation dates, prior coordination with the PRC Chair is required. 

Additionally, the PRC members must provide the PRC Chair a semiannual status report on 

implementation of approved changes (RCS DD-A&T(Q&SA)1419 applies) per the guidance in 

DoD 4140.1-R. The semiannual reporting of implementation status is due June 15 and 

December 15.
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C5. CHAPTER 5

DLMS DATA MANAGEMENT

C5.1. PURPOSE. The chapter describes the critical factors in developing, managing, and 

enabling information sharing through the use of Defense Logistics Management Standards

(DLMS) data management practices. Details about data management concepts, procedures, 

and tools are covered in subsequent chapters.

C5.2. GUIDING PRINCIPLES

C5.2.1. Compliance. DLMS conform to DoD policies for data management policies as 

noted in the references identified in Chapter 1 (ref., C1.3) and Chapter 2 (ref., C2.3). DLMS

also use standards from voluntary consensus standards organizations such as Accredited 

Standards Committee (ASC) X12. DLMS data management helps ensure compliance with 

DoD and voluntary consensus standards. 

C5.2.2. Interoperability. DLMS data management supports data element coordination 

to provide interoperability among logistics trading partners. The use of DLMS procedures and 

metadata repository (i.e. Logistics Data Resource Management System (LOGDRMS))

simplifies and enables understanding and accessibility of data elements and their syntactical 

representations. 

C5.2.3. Data Quality. Data quality deficiency is often due to inconsistent or inaccurate 

data usage, or conflicting business rules or business processes. The DLA Logistics 

Management Standards Office coordinates data issues under the governance of the Process 

Review Committees (PRC). Revisions to the DLMS procedures and component systems are 

necessary to harmonize data.

C5.2.4. Revisions to Data Requirements. Revisions to the DLMS and data 

requirements are proposed and incorporated under the PRC forum for the respective logistics 

functional area. Submit all proposed change requests through the designated DoD 

Component PRC representatives. More information on the DLMS PRC process can be found 

in Volume 1, Chapter 3 of this manual on the DLMS Website 

www.dla.mil/j-6/dlmso/eLibrary/changes/processchanges.asp.

C5.3. GOVERNANCE

C5.3.1. Approach

C5.3.1.1. The process for adding, modifying, and deleting DLMS data elements is 

part of the Proposed DLMS Change (PDC)/Approved DLMS Change (ADC) process. The 

DLMS PDC and ADC templates provide sections to identify changes to DLMS data elements. 

Information on data element proposals should be included in relevant PDC/ADC sections as 

appropriate, but common practice is to include data element changes in the description of 
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change, the impacts, explanations, and any descriptions of DLMS IC changes. The 

PDC/ADC procedures are in Volume 1 Chapter 3 of this manual and at 

www.dla.mil/j-6/dlmso/eLibrary/Changes/processchanges.asp

C5.3.1.2. Changes to data representations in DLMS Implementation Conventions 

are made when the ADC is published.

C5.3.1.3. Approved data element changes are represented in LOGDRMS upon 

the implementation date identified in the ADC. If no implementation date is explicitly 

designated, LOGDRMS will be updated concurrent with the date of the ADC.

C5.3.2. Responsibilities

C5.3.2.1. Components. Components contribute to the maintenance of DLMS by 

developing and commenting on PDCs and ADCs. 

C5.3.2.2. DLA Logistics Management Standards Office. The DLA Logistics 

Management Standards Office is the DoD Executive Agent for Logistics Data Interchange 

and is responsible for change management concerns and technical issues related to the 

implementation of DLMS Data Elements and Information Exchanges as defined by DLM 

4000.25. The DLA Logistics Management Standards Office oversees LOGDRMS for 

maintaining and presenting DLMS data elements. Prior to staffing a PDC, and again with the 

ADC, the relevant PRC Chair coordinates content and quality review of additions and 

modifications to data elements among DLA Logistics Management Standards Office staff.

C5.4. METADATA MANAGEMENT. Metadata are the defining characteristics about data 

elements of a database or transaction. However, DLMS managed metadata expands beyond 

the simple characteristics of data elements or a transaction. It also includes, associated code 

values, business rules, transaction formats, and the repository that hold the information. 

These data categories reflect distinctions between generic and context-specific definitions as 

well as different representations when applied within syntactical standards, or how they’re 

used in a particular business transaction. Understanding the relationship among the data 

categories and the governing process will improve data quality through the use of consistent 

data assets. The details of these categories are described in the subsequent chapters. 
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Table C5.T1. DLMS Metadata Categories

Category Explanation

Core Data Element The most general definition of a data element that forms the 

basis of more specific DLMS data element (e.g., DoD activity 

address code (DoDAAC))

DLMS Data Element and 

associated business 

rules/code values

The specific DLMS data element coordinated for use in the 

logistics community. It may be identical to the core data 

element, or a business context-specific version of a core data 

element to recognize different contextual uses of a core data 

element. (e.g., Bill-to DoDAAC). Some DLMS data elements 

have explicit business rules and/or code values that specify their 

usage in a business transaction

Accredited Standards 

Committee (ASC) X12 

Representation

The ASC X12 syntax structures to which DLMS data elements 

are mapped in DLMS ICs. (e.g., code BT, Bill-To-Party, qualifies 

the X12 entity to which the DLMS element Bill-to DoDAAC is 

mapped)

C5.4.1. The following information is recorded in LOGDRMS. LOGDRMS is a publically 

accessible website at www.dla.mil/j-6/dlmso/eApplications/LogDataAdmin/dlmsdicdir.asp.

C5.4.1.1 Metadata for each data element, including a definition, minimum and 

maximum characters, data type, and authoritative source(s)

C5.4.1.2 Code values and special business rules 

C5.4.1.3 DLMS data elements and their relationships to X12 syntax 

representations

C5.4.1.4 Mapping of DLMS data elements and code values in the DLMS 

transactions

C5.4.2. Developing DLMS Data Requirements: data elements, business rules, and 

code values.

C5.4.2.1. Data requirements identified during PDC development (Volume 1, 

Chapter 3), are compared against the DLMS elements recorded in LOGDRMS to check if the 

element is already supported, needs to be modified, or needs to be added. While preferable 

for DLMS data elements to use terms commonly used by subject matter experts, reuse of an 

existing DLMS element with the same semantic meaning may take precedence in the interest 

of interoperability. Conversely, DLMS data elements may be adjusted from common industry 

usage to distinguish concepts that are almost the same but should not be confused as 

synonyms. These same concepts are used to develop code values and business rules.

C5.4.2.2. The creation of a core data element occurs when an Approved DLMS 

ADC adds a new DLMS data element that does not represent a context-specific version of an 
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existing core element. The core element name and definition are derived from the approved 

DLMS element and are to be made as generic as possible. It is possible that the Core 

element may duplicate the DLMS element if the DLMS element is generic.

C5.4.2.3. When ADCs include mappings of DLMS elements to X12 structures in 

the DLMS ICs, LOGDRMS is updated to reflect the use of X12 data elements.

C5.5. COMMUNITIES OF INTERESTS (COI). The orchestration of logistics data 

management requires continuous dialog and coordination with the other DoD Components, 

Federal agencies, and Commercial communities to ensure shared data is visible,

understandable, and interoperable. The DLA Logistics Management Standards Office staff

participates in various COIs focused on enterprise data standards and interoperability issues.

C5.5.1 DoD Metadata Registry (MDR). Directive DoD 8320.02, “Data Sharing in a NetCentric Department of Defense”, April 23, 2007, requires that Data assets must be made 

understandable and discoverable by publishing associated semantic and structural metadata 

in a federated MDR. DLA Logistics Management Standards Office is the manager of the 

Logistics namespace in the MDR. When DLMS ICs are updated by ADCs, an XML schema 

is generated from the DLMS IC as an alternative syntactical approach. These XML schemas 

are posted to the MDR on a regular basis. 

C5.5.2. Country Code Working Group (CCWG). DLA Logistics Management Standards 

Office is a voting member of the CCWG. It was established to create and maintain the 

configuration management process for the maintenance of the Geopolitical Entities, Names, 

and Codes (GENC) Standard for use by the U.S. Federal Government and the Department of 

Defense (DoD). GENC is the U.S. Government profile of ISO 3166, modified only where 

necessary to comply with U.S. law and U.S. Government recognition policy. The complete set 

of entries in the GENC Standard may be browsed and searched from the GENC Discovery 

page at earth-info.nga.mil/gns/html/gazetteers2.html. Federal and DoD Component systems,

including MAPAD and DoDAAD must be in compliance with the GENC Standard.

C5.5.3. Business Enterprise Architecture (BEA). In 2005, the National Defense 

Authorization Act mandated the establishment and use of a BEA: An organizational system 

designed to provide overarching governance across all business systems, functions, and 

activities for 15 End-to-End (E2E) business processes within the DoD. The entire BEA 

content is available on the BEA website. BEA compliance is one of the requirements in the 

DoD Investment Review Board (IRB) process, which certifies funding for Defense Business 

Systems that have an expected total cost of greater than $1 million. The IRB process is 

available on the IRB website. The DLA Logistics Management Standards Office has 

significant interest in the BEA E2E business processes such as: “Order to Cash”, “Procure to 

Pay”, ”Plan to Stock”, and “Acquire to Retire”. Given that all DoD trading partners must 

comply with BEA, it is imperative that the relevant BEA content is valid and interoperable with 

DLMS. With over 60 published DLMS transactions (e.g., Requisition, Advance Shipment 

Notice), including business processes, information exchanges, business rules and data 

requirements; DLMS continue to contribute to the BEA development process by incorporating 

the logistics business processes, business rules, and data requirements into the relevant E2E 

processes, Standard Financial Information Structure, and Procurement Data Standards. 
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DLMS policies and procedures are also included in the BEA Laws, Regulations, and Policies 

and they are linked as constraints to the various business processes in the architecture 

models. In additional to the BEA and DLMS compliance, the Components have additional

processes, business rules and data for managing customers within their respective business 

systems.
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C6. CHAPTER 6

STANDARDS AND CONVENTIONS

C6.1. PURPOSE. The purpose of this chapter is to assist the reader in understanding the 

basic concepts and semantics of the standards involved in processing logistics transactions: 

Defense Logistics Standard Systems (DLSS); American National Standards Institute (ANSI)

Accredited Standards Committee (ASC) X12 (hereafter referred to as ASC X12) Standards; 

and Extensible Markup Language (XML) standards.

C6.2. DEFENSE LOGISTICS STANDARD SYSTEMS/MILITARY STANDARD SYSTEMS. 

DLSS are commonly referred to as Military Standard Systems (MILS) and are legacy 80 

record position, fixed-length, DoD-unique standards for DoD logistics transactions.

C6.2.1. Developed in the 1960s, each DoD logistics transaction was based on the 80-

record position (fixed-length) punch card. Each record position (column) on the punch card 

contains a datum as defined in the requirements of that particular transaction. Figure C6.F1 is 

an example of two data items, their record positions and their associated values: 

Figure C6.F1. MILS Record Position Example

Record Position Name Description

1-3 Document Identifier Code (DIC) A three-position code that indicates 

the purpose and use of the document

An example of a DIC is A0A, which stands for domestic shipment/with National Stock 

Number (NSN)/North Atlantic Treaty Organization (NATO) stock number

4-6 Routing Identifier Code (RIC) A three-position code used to 

represent the recipient of the 

document

An example of a RIC is SMS, which identifies Defense Logistics Agency (DLA)

C6.2.2. Since their inception, the DLSS legacy formats have provided the backbone of 

cross-functional interoperability between DoD Components and their commercial trading 

partners. However, the rigid fixed-length formats are functionally constrained, technologically 

obsolete, and unable to support current DoD business goals.

C6.3. ASC X12 STANDARDS. In 2000 the Department of Defense issued a directive that 

mandated the use of Electronic Data Interchange (EDI) Standards for the exchange of DoD 

logistics business transactions (DoDD 8190.1 “ DoD Logistics Use of Electronic Data 

Interchange (EDI) Standards”, May 5, 2000). This means that logistics transactions must 

migrate from DLSS legacy standards to the DLMS. DoD adopted the ASC X12 EDI 

standards as the basis for the DLMS.
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The ASC X12 standards define commonly used business transactions in a formal, structured 

manner called transaction sets. The structure of the transaction set comprises specific 

syntax rules for the EDI constructs. The standard defines the data elements, codes, and 

segments within each transaction set. Most importantly, it also defines specific rules and 

formats for the content of data within the data elements. 

C6.4. STRUCTURE OF EDI TRANSMISSION. To allow different types of transaction sets to 

be transmitted from one party to another in the same transmission, a hierarchical structure of 

headers and trailers allows the data to be segregated logically for easy interpretation by the 

transmitter and receiver. 

Figure C6.F2. EDI structure Example4

 

4 Each layer of the EDI enveloping structure and transaction set detail is described below, beginning with the 

outer layer (Interchange Control Header/Trailer) and moving to the innermost layer (Transaction Set Details).
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C6.4.1. Interchange Control Header (ISA) and Trailer (IEA) Segments. Interchange 

Control consists of one or more Functional Groups enclosed in an envelope defined by an 

ISA Interchange Control Header segment and ending with an IEA Interchange Control Trailer 

segment. Details of the envelope:

• Contains the structured mailbox address of the sender and the receiver.

• Contains control numbers and counts of the different types of functional groups 

inside.

• Contains a time/date stamp. 

• Specifies the format and version of the interchange envelopes. 

• Specifies the characters used for data element delimiters (separators) and segment 

terminators. 

C6.4.2. Functional Group Header (GS) and Trailer (GE) Segments. A Functional Group 

is a group of one or more related Transaction Sets within an EDI transmission. Functional 

Groups start with a GS Functional Group Header segment and end with a GE Functional 

Group Trailer segment. The details in the Functional Group GS/GE envelope are often used 

to route the group's transaction sets to the target environment. Functional Group detail: 

• Contains a functional group ID (e.g., RN (511), MD (527)).

• Contains transaction set counts and functional group control numbers.

• Contains a time/date stamp of when the group was generated.

• Provides format, version, and release specifications of the transactions within the 

group. 

C6.4.3. Transaction Set Header (ST) and Trailer (SE) Segments. The Transaction Set 

Header and Trailer are used to uniquely identify the transaction set. The transaction set 

begins with an ST Transaction Set Header segment and ends with an SE Transaction Set 

Trailer segment.

C6.4.3.1. Transaction Set Header. The Transaction Set Identifier Code (ST01) is 

the first data element of the transaction set header segment. It is used by the translation 

routine of the interchange partners to select the appropriate transaction set definition (e.g., 

511 selects the Requisition transaction set). The Transaction Set Control Number (ST02) 

uniquely identifies an instance of the transaction set and is assigned by the originator of a 

transaction set. The control number in ST02 must match the control number in SE02. Some 

DLMS transactions use the ASC X12 version release 4030 which contains an additional data 

element in the ST Segment; the Implementation Convention Reference (ST03) uniquely 

identifies the DLMS IC used in the transaction. 
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ST* <...data, separated by *...>

<multiple transaction loops and segments>

SE* <...data, separated by *...>

ST* <...data, separated by *...>

<multiple transaction loops and segments>

SE* <...data, separated by *...>

C6.4.3.2. Transaction Set Trailer. The purpose of the transaction set trailer is to 

indicate the end of the transaction set and provide the count of the transmitted segments 

(including the beginning (ST) and ending (SE) segments). The number of the included 

segments (SE01) is used to indicate the end of the transaction set and provide the count of 

the transmitted segments (including the beginning (ST) and ending (SE) segment). The 

Transaction Control Number (SE02) must match the one in ST02 to ensure that entire 

transaction set was received. 

Figure C6.F3. Header/Footer Example: ST and SE

C6.4.4. Transaction Set Detail (Data) Segments. A Transaction Set is a group of data 

segments, as defined by the X12 Standard, conveyed between trading partners. The 

information, in the form of a transaction set, is generally patterned after a conventional paper 

document, such as a requisition or invoice.

C6.4.4.1. A Transaction Set consists of a number and name (e.g., 511 

Requisition), purpose, Functional Group ID, table listing the included segments, their position 

numbers, requirement designation, maximum usage, and loop repeat counts. 

C6.4.4.2. The Transaction Set Detail comprises data elements and data segments 

specific to the business (requisition) transaction. Examples of data in the detail section are: 

identity of ordering activity, item ordered, quantity, order priority, delivery point, and identity of 

paying activity. 

C6.4.4.3. Data Element. The data element is the smallest named unit of 

information in the standard. A simple data element is equivalent to a field in a data 

dictionary. It has a name, a data element number, a brief description, a data type, and a 

minimum and maximum length. When a group of two or more simple data elements are 

linked together to form a single data element, they are referred to as a composite data 

structure.

C6.4.4.3.1. Data Element Types. There are seven types of data elements 

identified in Table C6.T1.

Table C6.T1. Data Element Types

Data Element Type Data Element Type Description

AN – Alphanumeric 

String

Sequence of letters, numbers, spaces, and/or special characters. The contents 

are left-justified and trailing spaces should be suppressed.
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Table C6.T1. Data Element Types

Data Element Type Data Element Type Description

B – Binary Any sequence of octets ranging in value from binary 0000000 to 1111111. This 

data element type has no defined maximum length. Actual length is specified by 

the immediately preceding data element. The binary data element type may only 

exist in the Binary segment and is not used in the DLMS at this time.

DT – Date Used to express the standard date in (CC)YYMMDD format in which CC is the 

century, YY is the year, MM is the month (01 to 12), and DD is the day of the 

month (01 to 31). DLMS require the use of century to satisfy Y2K compliance.

ID – Identifier Contains a unique value from a predefined list of values maintained by ASC X12, 

the DoD, or other responsible organization referenced by the data element 

dictionary. All code lists employed under DLMS, including those maintained by 

ASC X12 are available via LOGDRMS. The contents are left-justified and trailing 

spaces should be suppressed. Identifier type data elements are frequently used 

as qualifiers to identify by code the type of information contained in an 

associated data element. For example, the identifier type data element, 

Product/Service ID Qualifier, may be transmitted with a value of FS to indicate 

that the value contained in the associated data element Product/Service ID is a 

national stock number. In this instance, the list of valid identifier codes is 

maintained by X12. The conventions normally specify which of these values are

permissible entries for the specific use under DLMS.

Nn – Numeric Represented by one or more digits with an optional leading sign representing a 

value in the normal base of 10. The value of a numeric data element includes an 

implied decimal point. It is used when the position of the decimal point within the 

data is permanently fixed and is not to be transmitted with the data. The symbol 

for this data element type is Nn where “N” indicates that it is numeric and “n” 

indicates the number of decimal positions to the right of the implied decimal 

point. If no decimal positions are allowed, the symbol is written as N or N0. A 

leading minus sign (-) is used to express negative values. Absence of a sign 

indicates positive value. Leading zeros should be suppressed unless necessary 

to satisfy a minimum length requirement. The length of a numeric type data 

element does not include the optional minus sign. For example, where the 

numeric type is N2 (indicating an implied decimal placement two positions from 

the right), the value -123.4 would be transmitted as -12340. The length of the 

value within the data stream is five.

R – Decimal 

Numeric

Contains an explicit decimal point and is used for numeric values that have a 

varying number of decimal positions. The decimal point is always carried in the 

transmission unless it occurs at the right end of the value. A leading minus sign 

(-) is used to express negative values. Absence of a sign indicates positive 

value. Leading zeros should be suppressed unless necessary to satisfy a 

minimum length requirement. Trailing zeros following the decimal point should 

be suppressed unless used to express precision. Use of commas within the 

numeric value is prohibited. The length of a numeric type data element does not 

include the optional minus sign or the decimal point. For example, the numeric 

value - 123.45 would be transmitted as -123.45. The length of this entry is five.

TM – Time Used to express the time in HHMMSSdd format in which HH is the hour for a 24-

hour clock (00 to 23), MM is the minute (00 to 59), SS is the second (00 to 59) 

and dd is the decimal seconds. Seconds and decimal second are optional. 

Trailing zeros in decimal seconds should be suppressed unless necessary to 

satisfy a minimum length requirement or unless necessary to indicate precision.
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C6.4.4.3.2. Data Element Length. Each data element is assigned a minimum 

and maximum length, which may be the same. The length of the data element value is the 

number of character positions used except as noted for numeric, decimal, and binary 

elements. A data element is of variable length unless the minimum and maximum lengths

are equal, in which case it is of fixed length. The length attribute of a data element is 

expressed as minimum length / maximum length, e.g., 2/30.

C6.4.4.4. Data Segment. The data segment comprises simple data elements 

and/or composite data structure(s) and separators, as an intermediate unit of information in a 

transaction set. Each data segment has a unique segment ID and is used to convey a 

grouping of functionally-related user information.

C6.4.4.4.1. Condition Designator. The condition designator (or requirement 

designator) is used to define the circumstances under which a data element is required to be 

present or absent in a particular usage. These conditions are of three basic types: 

mandatory, optional, and conditional. Under DLMS, optional and conditional designations can 

be further defined as either recommended or required. Condition designators shown in Table 

C6.T2 are identified by the symbol as specified in parentheses.

Table C6.T2. Condition Designators

Condition 

Designator

Condition Designator Definition

Mandatory (M) The designation of mandatory is absolute in the sense that there is no dependency 

on other data elements within the segment or composite data structure. A 

mandatory data element must appear in the segment.

Optional (O) The designation of optional means that there is no syntactic requirement for the 

presence of the data element within the segment or composite data structure. 

Optional data elements may be included or omitted based upon instructions provided 

in the DLMS ICs or at the discretion of the transmitting activity (as applicable).

Conditional (X) A designation of conditional defines a special relationship between two or more data 

elements within a segment or composite data structure. Relational conditions are 

based upon the presence of one of those data elements. The specific relationship is 

defined in a syntax note. The first character of the syntax note identifies one of the 

following conditions: 

(1) Paired (P). If any specified data element is present, then all of the specified data 

elements must be present.

(2) Required (R). At least one of the specified data elements must be present.

(3) Exclusion (E). Not more than one of the specified data elements may be used.

(4) Conditional (C). If the specified data element is present, then all other specified 

data elements must be present. However, any or all of the data elements not 

specified as the first in the condition may appear when the first is not present.

(5) List Conditional (L). If the first specified data element is present, then at least 

one of the remaining specified data elements must be present. However, any or 

all of the data elements not specified as the first may appear when the first is not 

present.
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C6.4.4.4.2. Data Segment Loops. Data Segment Loops are groups of two or 

more data segments that represent a block of related information in a Transaction Set. 

Different loops may be nested within each other, and loops may repeat up to the maximum 

loop occurrences specified within the Transaction Set. In some cases, it may be specified as 

having an unlimited number of occurrences (noted as “>1”). Loops can be Unbounded or 

Bounded as defined in the X12 Standard. 

C6.4.4.4.2.1. Unbounded. An Unbounded loop starts with a specific 

segment, and all of the other segments in the loop may be considered children of that 

segment. To establish the iteration of a loop, the first data segment in the loop must appear 

once and only once in each iteration. Loops may have a specified maximum number of 

repetitions. A specified sequence of segments is in the loop. Loops themselves are optional 

or mandatory. The requirement designator of the beginning segment of a loop indicates 

whether at least one occurrence of the loop is required. Each appearance of the beginning 

segment defines a new occurrence of the loop. The requirement designator of any segment 

within the loop after the beginning segment applies to that segment for each occurrence of 

the loop. If there is a mandatory requirement designator for any data segment within the loop 

after the beginning segment, that data segment is mandatory for each occurrence of the loop. 

If the loop is optional, the mandatory segment only occurs if the loop occurs.

C6.4.4.4.2.2. Bounded. The characteristics of unbounded loops 

described previously also apply to bounded loops. In addition, bounded loops require a Loop 

Start Segment (LS) to appear before the first occurrence of the loop and a Loop End 

Segment (LE) to appear after the last occurrence of the loop. If the loop does not occur, the 

LS and LE segments are suppressed.

C6.4.4.5. EDI fields and records are separated by delimiter characters. The 

delimiter for a field and the delimiter for a record are set externally by the Interchange Control 

Header (ISA) segment. This means, the EDI parser may not know what the delimiters will be 

until it has begun to parse the file. EDI handles this problem by making the first segment, 

ISA, fixed length and defining the delimiters in the ISA segment of the EDI interchange. In an 

actual interchange, ASCII Hexadecimal characters are used, a graphic representation is used 

for print examples. 

C6.4.4.5.1. Delimiters. In ASC X12 EDI interchanges, there are three 

delimiters. The delimiters cannot appear as a value in the business transaction; otherwise the 

syntax rule will fail.

C6.4.4.5.1.1. Data Element Separator. The first delimiter is the data 

element separator. This defines the delimiter between each field within the record. This 

character will likely be the most common character used for any given EDI file. 

C6.4.4.5.1.2. Component Element Separator. The second, and least 

commonly used, is the component element separator. ASC X12 supports the use of subelements in transactions employing a Composite data element such as in the Unit of Measure 

(MEA) and Reference (REF) segments. The component element separator delimits the subelements.

C6.4.4.5.2. Segment Terminator. Lastly, the segment terminator defines the 

end of each segment within the transaction.
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C6.4.4.5.3. EDI Interchange and Delimiter Example. Figure C6.F4. shows an 

example of the EDI data in an interchange. 

Figure C6.F4. ASC X12 Delimiters.

ISA*00* *00* *01*1515151515 *01*5151515151 

*041201*1217*U*00403*000032123*0*P*\*~

GS*CT*9988776655*1122334455*20041201*1217*128*X*004030~

ST*831*00128001~

BGN*00*88200001*20041201~

N9*BT*88200001~

TRN*1*88200001~

RCD*1*20*EA\2\1~

AMT*2*100000.00~

QTY*46*1~

SE*8*00128001~

GE*1*128~

IEA*1*000032123~

Data Element Separator = * (Asterisk). Defined in the fourth position of the ISA Segment 

Component Element Separator = \ (Back slash). Defined in the 3rd to last position of ISA 

segment

Segment Terminator = ~ (Tilde). First occurrence defines the segment termination

C6.5. XML STANDARDS. DLMS use XML as an alternative to EDI for exchanging data 

between logistics trading partners. XML offers a flexible way to describe and tag content 

(data, word, phase, etc.) in a structured way. The XML standard emphasizes simplicity and 

usability over the Internet. It is a textual data format with worldwide support. Though 

originally designed to focus on documents, it is widely used to represent data structures (e.g., 

DLMS) and is the foundation of web services. XML only refers to the data; the XML Schema 

(i.e. XSD file) is used to express the set of business rules to which the XML must conform to 

be considered valid. The schema is an abstract collection of metadata components. The 

XML instance document is validated against the schema (a process known as the 

assessment) prior to sending the transaction for processing. This validation ensures required 

fields are present, the elements are in the correct format and valid codes are used (when 

defined in the schema). 

C6.5.1. Well-Formed. The XML specification defines an XML document as text that is 

well-formed; for example, it satisfies a list of syntax rules provided in the specification. Some 

of the key criteria are:

C6.5.1.1. It contains only properly encoded legal Unicode characters.

C6.5.1.2. None of the special syntax characters such as "<" and "&" appear except 

when performing their markup-delineation roles.

C6.5.1.3. The beginning, ending, and empty-element tags that delimit the 

elements are correctly nested, with none missing and none overlapping.
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C6.5.1.4. The element tags are case-sensitive; the beginning and end tags must 

match exactly. Tag names cannot contain any of the characters !"#$%&'()*+,/;<=>?@[\]^`{|}~, 

nor a space character, and cannot start with -, ., or a numeric digit.

C6.5.1.5. There is a single "root" element that contains all the other elements. The 

XML instance document must adhere to all the rules of a well-formed file or it is not XML. An 

XML processor that encounters violation of the well-formed rules is required to report such 

errors and to cease normal processing.

C6.5.2. In addition to being well-formed, DLMS XML must be valid. This means that it 

contains a reference to a schema (XSD file) and that its elements and attributes are declared 

in that schema and follows the grammatical rules for them that the schema specifies. 

Additional usage information is further described in Chapter 8.

C6.5.3. XML Tags. XML and EDI tag names are similar, but XML fields and records 

are handled differently than in EDI. In EDI, data is separated by delimiters. In XML,

documents are comprised of markup code to delimit content. Markup and content are 

distinguished by syntactic rules. All strings that constitute markup begin with the character < 

and end with a >. These bracketed strings are called XML tags. Strings of characters that 

are not XML tags are content.

C6.5.3.1. XML tags define the beginning and end of each section of the XML 

transaction. The start tag contains the field or record name. The end tag will use the same 

name, but will be preceded by a forward slash. Anything in between the two tags is content. 

For example, to define the value 1000 in the quantity field the XML might appear as 

<quantity>1000</quantity>. Figure C6.F5 shows the hierarchy:

Figure C6.F5. XML Hierarchy

<segment>

<code>ISA</code>

<element>00</element>

<element> </element>

<element>00</element>

<element> </element>

<element>01</element>

<element>1515151515 </element>

.

.

.

</segment>

C6.5.3.2. XML is self-validating. Each DLMS XML transaction has an XSD 

(XML Schema Definition) file. The XSD defines the data types (e.g., string, numeric, binary) 

and detailed constraints (e.g., size, optional/required, enumeration value (lookup table), and 

format). The process of checking to see if an XML transaction conforms to a schema is 

called validation, which is separate from XML’s core concept of being syntactically well 

formed. All XML transactions must be well formed or they cannot be parsed. The schema 
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ensures the transaction conforms to the process rules. Validation of an instance transaction 

against a schema can be regarded as a conceptually separate operation from XML parsing. 

In practice, the schema validation is integrated within the XML parser.
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C7. CHAPTER 7

DEFENSE LOGISTICS MANAGEMENT STANDARDS USE 

OF ACCREDITED STANDARDS COMMITTEE X12 

C7.1. PURPOSE. The purpose of this chapter is to describe Defense Logistics Management 

Standards (DLMS) use of Accredited Standards Committee (ASC) X12 standards.

C7.2. IMPLEMENTATION CONVENTION. ASC X12 develops uniform standards for 

electronic interchange of business transactions. The main objective of ASC X12 is to provide 

standards to facilitate electronic interchange of general business transactions. The standards 

provide a broad range of transaction setup upon which trading partners may base specific

implementation conventions (IC). By agreement between trading partners, ICs are 

developed to satisfy a specific business interchange. These ICs do not incorporate the full 

range of allowable business information in a transaction set but tailor the configuration of the 

transaction sets to identify selected data segments and data elements essential to the 

business interchange. The Logistics Community has exercised a similar judgment in 

developing and defining the DLMS ICs.

C7.3. DLMS IMPLEMENTATION CONVENTION

C7.3.1. The DLMS ICs represent a combination of ASC X12 standards and 

implementation guidance specific to the DLMS. The main objective is to provide standards to 

facilitate electronic interchange of general business transactions. DLMS ICs identify and 

define the segments, data elements, and codes that DLMS trading partners use in each IC. 

Most importantly, DLMS ICs specify rules and formats for the content within the data 

elements. DLMS ICs address how the standards are implemented. One X12 transaction set 

may be used in several different functional areas or repeatedly within the same functional 

area. Each separate interpretation of the standards according to a specific usage is called an 

application. DLMS ICs are found on the DLA Logistics Management Standards Office

Website: www.dla.mil/j-6/dlmso/eLibrary/TransFormats/140_997.asp.

C7.3.2. Structure. Each DLMS IC consists of a cover page, X12 transaction set table 

diagram, segment hierarchy, and notes.

C7.3.2.1. Cover page. The cover pages includes the transaction designation (e.g., 

527R, Material Due-In and Receipt), the purpose of the transaction (brief narrative description 

of how this transaction is used), notes (a more detailed description of the transaction within 

the scope of the Supply Chain), and a change history (a list of ADCs and a short description 

of the enhancement).

C7.3.2.2. X12 Transaction Set Table Diagram. The information here contains an 

outline of the X12 standard transaction set. There may be semantic notes, but only high level 

information is contained within this section.
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C7.3.2.3. Segment Hierarchy. The segment hierarchy includes a data element 

summary with information pertaining to each data element in the segment. In general, 

information printed in normal typeface is extracted from ASC X12 standards and information 

printed in italics prefaced by “DLMS Note” relates to the DLMS implementation of the 

standards.

C7.3.2.4. Instructions on Use of the ASC X12 Standard. In many instances, exact 

equivalents are not available to map the DoD information requirements to the ASC X12 

standard. Specific instructions on how a particular portion of the standard is used under 

DLMS ICs are provided in the form of DLMS notes. The DLMS notes explain what data may 

be carried where. The DLMS notes are printed in italics in a gray box. Notes may be 

applicable to a transaction set, segment, data element, or a specific code value.

C7.3.2.5. Importance of DLMS Notes. The information provided in DLMS notes is 

crucial to understanding the DLMS IC. At times, the ASC X12 data element or code value 

name has little similarity to the commonly used DoD name for a piece of information. 

Additionally, an ASC X12 data element or code value may be used as a migration code (see 

C7.4.1.3) or local code (see C7.4.1.4) to carry DLMS required data not otherwise provided for 

by the standard. The DLMS notes explain these circumstances.

C7.3.2.6. Syntax and Semantic Notes. The terms “syntax” and “semantic,” when 

used in the context of EDI implementations, refer to the structure and meaning of X12-

formatted information respectively:

C7.3.2.6.1. Syntax is the structure of the data. This includes establishing the 

method of encoding a piece of data by its attributes and identifying that data in the transfer. 

Defining minimum and maximum field lengths of a data element or the designation of a 

relevant code list are examples of syntax requirements.

C7.3.2.6.2. Semantic relates to the meaning of the data transferred. For 

example, a semantic note might indicate the relationships in the meaning of one or more data 

elements in an instance of the segment.

C7.4. DLMS USE OF ASC X12 CODES. Most DLMS ICs are based on ASC X12 

version/release 4010 or 4030. When DLMS uses codes from a higher version/release, it is 

referred to as a Migration Code. The X12 standard currently does not allow for use of codes 

from a higher version/release, nor does it allow substantially changing the meaning of the 

underlying code, hence creating confusion and non-compliance with respect to semantic 

equivalence. Although technically regarded as syntactically non-compliant by the X12 

standard, the DLMS authorize limited use of higher version/release codes to support 

Component data requirements. DLA Transaction Services, DoD Components, trading 

partners, and Value Added Networks (VAN) will ensure commercial software products are 

configured in accordance with the DLMS IC.
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C7.4.1. Code Sources

C7.4.1.1. Deriving Code Values. Code values associated with data elements may 

be derived from several locations. Many of the applicable code values for DLMS data 

elements are listed in the DLMS ICs. DLMS will continue to support other legacy code 

structures used in the Defense Logistics Standard System (DLSS). Three data elements,

transportation mode/method code (transportation method/type code), unit of issue (unit or 

basis for measurement code), and type pack code (packaging code) use conversion guides

to convert the DoD legacy fixed-position code structure to the ASC X12 code structure. 

Special processing at the sending node provides conversion from a DoD code value to an 

ASC X12 code value for transmission of the transaction set. The sender and the receiver 

employ the conversion guide so that the users see only the familiar DoD code values. DLMS 

Cross Reference/Conversion Guides are available from the DLA Logistics Management 

Standards Office Website: 

www.dla.mil/j-6/dlmso/eApplications/LogDataAdmin/dlmsansiconverguides.asp.

C7.4.1.2. References to Code Source. In DLMS ICs, some data elements 

reference a significant number of code values that are applicable to a DLMS application. 

When the specific codes are not listed in the DLMS IC, a reference to a code source is 

provided.

C7.4.1.3. Migration Code. A “migration code” is a code used from a higher ASC 

X12 version/release (e.g., 5030) that is used in a lower version/release (e.g, 4010). The 

semantic meaning and syntax are consistent with the higher version/release. Use of a 

migration code refers to establishing agreement among all trading partners to use a valid X12 

code from a higher version/release, with its approved X12 definition, in a lower 

version/release of X12. Manual intervention may be needed for some commercial ANSI ASC 

X12 parsers to accept the higher version/release code.

C7.4.1.4. Local Code. A “local code” is a code value that is not in the current 

version/release, and has not been established in a higher ASC X12 version/release. A data 

maintenance action with ASC X12 is in process to establish the code in a higher version/release. 

Once approved by ASC X12, the local code becomes a migration code. Manual intervention may 

be needed for some commercial applications to accept the local code.

C7.4.1.5. Borrowed Code. Use of a “borrowed code” refers to establishing an 

agreement among all trading partners to use a valid X12 code at the correct version but

altering the code’s semantic meaning (i.e., the code is used because it conforms to syntax 

rules, even though its intended meaning is different from its use in the identified context). 

The borrowed value must be a value that is otherwise unused by the trading partners 

allowing its definition to be mutually changed. When a borrowed code is identified for DLMS 

use, DLA Logistics Management Standards Office will submit an ASC X12 data maintenance 

(DM) action to establish a new qualifier to be approved for use in a higher (future) ASC X12 

version/release. The borrowed code may be used indefinitely until DoD migrates to a higher 

version of ASC X12; however, it is more likely to be permanent, since migration to higher 

versions is very rare. 
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C7.4.1.6. DLMS Qualifiers

C7.4.1.6.1. DLMS qualifiers are ASC X12 Data Element 1270 Codes that

identify a DoD code list. X12 Data Element 1271 (Industry Code) is the actual code from the 

code list identified (or qualified) in X12 Data Element 1270. DLMS Qualifiers are available 

from the DLA Logistics Management Standards Office Website 

www.dla.mil/j-6/dlmso/eApplications/LOG.NET/UIL/Log_Qualifiers/LQHome.aspx. See 

Chapter 6 of this volume for more information about how Logistics Data Resources 

Management System (LOGDRMS) presents qualifiers. 

C7.4.1.6.2. Qualifier values are selected from codes approved for use by 

ASC X12 in the version/release applicable to the DLMS IC. At times, there is no suitable 

qualifier available within the X12 dictionary and an alternative code must be used to identify 

and pass the data associated with the business process (migration or borrowed code). 
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C8. CHAPTER 8

MILITARY STANDARD SYSTEMS/DEFENSE LOGISTICS 

MANAGEMENT STANDARDS MAPPING

C8.1. GENERAL. This chapter provides an overview of data mapping procedures between 

Military Standard System (MILS) and Defense Logistics Management Standards (DLMS) 

transactions. MILS official name is the Defense Logistics Standard System (DLSS), however

most users know it as MILS, MILS will be used throughout this chapter.

C8.2. APPLICABILITY AND SCOPE. The data mapping identifies the data content and 

location within the MILS and DLMS formats. The DLMS maps are created and maintained by 

DLA Transaction Services and support translation of data both from MILS to DLMS and 

DLMS to MILS. Because DLMS transactions have the capacity to convey more data than the 

MILS, the mapping also highlights the gaps in the DLMS and MILS translation processes 

(e.g., information may be lost when translating a DLMS transaction to a MILS transaction

because only values that exist in both DLMS and MILS can be translated).

C8.3. DATA TRANSFORMATION.

C8.3.1. Mapping is a step in a larger process known as data transformation. Data 

transformation is the process of converting information from one format to another format. 

MILS is based on 80-column card images developed in the 1960s and was the sole DoD 

transaction format for decades. The records are fixed length and fields are based on a 

column position within the record. 

C8.3.2. DLMS currently supports two industry standard formats: X12 EDI and 

eXtensible Markup Language (XML). To make data mapping easier between the multiple 

formats, DLMS XML uses the EDI X12 element names for the markup tags. For example, if 

the EDI element name is “Reference Identification”, “<E_Reference_Identification>” and 

“</E_Reference_Identification>”will be used as the beginning and ending tags within XML.

C8.3.3. DLA Transaction Service’s transformation process involves the use of 

executable programs to convert transactional data between MILS, DLMS EDI, and DLMS 

XML.
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C8.4. MILS-DLMS EDI MAP CONSTRUCT.

C8.4.1. While the DLMS maps are based on the MILS transaction format, multiple MILS 

transaction formats may be mapped to a single DLMS transaction. For example, Document 

Identifier Codes (DIC) D4_, D6_, DRA, DRB, DRF, DZK, D6T, BAY,C3D, C2_, DX_, Z6T, 

Z4S, Z6S, BG1 and BG2 are all mapped to the DLMS 527R Receipt, Inquiry Response and 

MRA transaction. Due to this many-to-one relationship, the maps contain conditional 

statements defining how MILS elements map to the corresponding DLMS elements. For 

example, the national stock number (NSN) element appears in record position 12 to 24 in 

both the MILS BG1 and BG2 while other MILS transaction formats use record position 8 to 

20, all of which map to a single element (LIN03) in DLMS 527R. The MILS-DLMS maps 

comprise two sections: 

C8.4.2. MILS Section of the Data Map. The legacy 80 record position MILS format is a 

fixed-length data format, meaning each data value resides in a specific range within the 

record layout. The MILS section of the map comprises three parts: field name, record 

position and conditions for translation (if required). 

C8.4.2.1. Field name is the data member within the data structure.

C8.4.2.2. Record position defines the beginning and ending position of the data 

value within the data structure.

C8.4.2.3. The translation describes the conditions for mapping the data between 

the MILS and DLMS formats.

C8.4.2.3.1. The mapping describes how an individual MILS transaction is 

translated to the DLMS. The conditional mapping also provides information about values 

within the record.

C8.4.2.3.2. For example, the MILS transaction format is limited to a fixed 

number of columns; DLMS are variable length format and do not have the same restriction. 

In the MILS quantity field, M is used to designate thousands. The map translates M to 000 so 

the value stored in the DLMS is a numeric quantity.

C8.4.3. DLMS Section of the Data Map. The DLMS section of the data map comprises 

three parts: DLMS Data Element, Table, and Update information. The DLMS data element 

relates back to the MILS field name (if one exists) and its MILS record position. In many 

cases the MILS record position will be “none” because the DLMS transaction is an 

expanded/enhanced version of the legacy 80 record position MILS transaction. DLMS are 

designed to support new elements and features that do not exist in the MILS version of the 

transactions. The table column (next to last column in Figure C8.F3.) is an X12 EDI concept 

and exists to distinguish among the header, detail, and summary segments of the X12 

transaction. DLMS data elements in Table 1 (header segments) contain the transaction 

information, receiving location and routing information. DLMS data elements in Table 2 

(detail segments) contain the values to be used for processing the transaction. DLMS data 

elements in Table 3 (summary segments) contain summary data for the transaction.
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Figure C8.F3. Partial Example of the DLMS 527R Material Due In and Receipt Map

527 MATERIAL DUE-IN AND RECEIPT (D4,D6,DZK,BAY,D6T,Z6T,Z4S, Z6S,BG1,BG2)

Field Name Record Position 

(DLSS)

Conditions DLMS Data Element Table Updated

Transaction Set 

Identifier Code

None None ST01=527 1

Transaction Set 

Control Number

None None ST02= Serial Number 1

Beginning 

Segment

None If RP1=D or BAY

If RP1=E

Unit of used Ind –

Ext Data

If RP1-2=D4, D6, 

and RP1-2=Z4, Z6, 

or BAY

If RP1-3=DZK and 

RP54-55=D4 or D6

BR01=00 

BR01= 77 

BR01=ZZ

BR02=D4

BR03=()CCYYMMDD

BR06=W1

BR09=()HHMM

1 ADC381

8/10/10

Receiving Location 67-69 If RP1-3≠BAY or 

RP1-2=Z4 or Z6

N101=RC

N103=M4

N104=RP 67-69

N106=FR

1 11/1/06

Receiving Location 78-80 If RP1-3=BAY N101=RC

N103=M4

N104=RP 78-80

N106=FR

1 10/1/04

Routing Identifier 72-74 IF RP1-3=BG1 or 

BG2

N101=RC

N103=M4

N104=RP 72-74

N106=FR

1 ADC 261

4/25/08

Local Stock 

Number

8-20 DLA Navy BRAC-Ext 

Data

LIN02=SW

LIN03=LSN

2 ADC 381

8/10/10

National Stock 

Number

None DLA Navy BRAC-Ext 

Data

(LIN02=SW)

LIN04=FS

LIN05=NSN

2 ADC 381

8/10/10

Local Stock 

Number

None DLA Marine BRAC –

Ext Data

LIN04=SW

LIN05=LSN

2 ADC 

381A1

10/19/10

Materiel Control 

Tracking Tag 

Number

8-20 DLA Navy BRAC-Ext 

Data

LIN02=ZR

LIN03=MCT Tag Nbr

2 ADC 381

8/10/10

Funds 

Appropriation

None DLA RBI - Extended 

Data

FA201=18

FA202=Appropriation

2 PDC 434

7/6/11

Number Of 

Included Segments

None None SE01=Total Number Of 

Segments

2

Serial Number None Must Equal ST02 SE02=Serial Number 2

Legend: 

MILS Conditions DLMS
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C8.4.4. XML Mapping. There are no MILS to XML maps. DLMS XML is “EDI based”. 

This means the segments, elements, and looping structure of the EDI transaction are exactly 

the same in XML as they are in EDI. For example, if the routing identifier code (RIC) is 

stored in the “N104” element in EDI, XML will use “N104” as the XML tag name when storing 

the RIC value in XML (e.g., <N104>S2B</N104>).

C8.5. USING THE MAPS.

C8.5.1. DLA Transaction Services business rules define the routing of transactions and 

the type of transactions used by each communication system (e.g. EDI, XML, MILS). The 

DLMS maps are used when the data needs to be transformed between MILS and EDI/XML.

C8.5.2. DLA Transaction Services uses the DLMS maps to translate the input file from 

one format to another. Missing data, incorrect data types, values outside the parameters and 

many other reasons can cause the transaction to reject. If the transaction is rejected, DLA 

Transaction Services sends a notification back to the source system so the transaction can 

be corrected and resubmitted.

C8.5.3. Components migrating to the DLMS will need to locate the MILS format within 

the DLSS/DLMS cross reference table located at www.dla.mil/j6/dlmso/eApplications/LogDataAdmin/dlssdlmscrossreftable.asp. The cross reference will 

indicate the correct DLMS transaction for a given MILS transaction. Components should 

compare the MILS format to any existing Service unique formats and document any deltas. 

The DLMS transactions can be updated in response to changing business needs. If the 

Component has a unique requirement, a Proposed DLMS Change (PDC) can be submitted to 

have the specific transaction enhanced (see Volume 1, Chapter 3 of this manual).
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C9. CHAPTER 9

LOGISTICS DATA RESOURCE MANAGEMENT SYSTEM 

C9.1. PURPOSE. This chapter provides basic information about DLMS data dictionaries 

and simple navigation in the Logistics Data Resource Management System (LOGDRMS).

The data maintenance process is described in C5.3 and C5.4.

C9.2. LOGDRMS. LOGDRMS is the online repository of DLA Logistics Management 

Standards (DLMS) data elements, definitions, qualifiers, and the DLMS Supplement

(hereafter referred to as DLMS Implementation Convention (IC)) transaction structures.

C9.3. ACCESS. The LOGDRMS website is publically accessible from the DLA Logistics 

Management Standards Office Website. There is no logon or common access card (CAC) 

requirement to see data on LOGDRMS. Only unclassified, publicly releasable content is to 

be provided on LOGDRMS. The link to the LOGDRMS home page is: 

www.dla.mil/j-6/dlmso/eApplications/LogDataAdmin/dlmsdicdir.asp.

C9.4. HOMEPAGE. The LODGRMS homepage contains overview information and links to 

the suite of directories in LOGDRMS. LOGDRMS contains three views with sub directories. 

Figure C9.F1 shows the expanded definition for the three views identified below.

• DLMS Data Element Dictionary/Directory (DEDD)

• Dictionary/Directory of DLMS Qualifiers (Reference Tables) 

• ANSI X12 Repository 
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Figure C9.F1. LOGDRMS Home Page

C9.4.1. DLMS Data Element Dictionary/Directory. The DEDD is the central directory for 

all DoD logistics data elements used in the DLMS. Entries are made for core, domain, and 

DLMS data element definitions. Select one of the three elements shown below from the drop 

down list and click the search button next to the element to show the details of the element 

(Figure C9.F2).

• Core Elements

• Domain Codes and Qualifier Element

• DLMS Element

Core Elements, Domain/Qualifiers, and DLMS Elements are discussed in more detail in the 

following subsections. 
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Figure C9.F2. DLMS Data Element Dictionary

www.dla.mil/j-6/dlmso/eApplications/LOG.NET/UIL/Default.aspx

C9.4.1.1. Core Elements 

C9.4.1.1.1. This section describes the results of selecting a Core data 

element from Figure C9.F2 above. A Core data element is a logical concept that is the 

foundation for one or more DLMS elements. The Core data element page (Figure C9.F3) will 

display the applicable Core data element, related DLMS data elements, and applicable 

domain data (data codes). It will also show associated DLMS IC, numbers with identified 

location(s) within each IC.

C9.4.1.1.2. For example, the Core data element “DoDAAC (Department of 

Defense Activity Address Code)” (Figure C9.F3.), displays the core definition that underlies 

the use of DoDAAC with the DLMS and the associated DLMS data elements (e.g. DoDAAC -

BILL AND SHIP TO PARTY, DoDAAC - BILL TO PARTY (FOR DISPOSAL OF 

HAZARDOUS MATERIEL)).

C9.4.1.1.3. Clicking on the “Logistics Qualifier Link” (Figure C9.F3.) will 

display the page for a linked qualifier, if there is a qualifier reference table for the element.
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Figure C9.F3. DLMS Core Element Example

C9.4.1.2. Domain Codes. This section describes the results of selecting a Domain 

from Figure C9.F2. above. Domain codes are DoD codes mapped to codes of an ASC X12 

standard element. The X12 code may or may not match the DoD code, but should be as 

close as possible. For example, Unit of Measure (UoM) (core data element) contains set of 

measurement values: Cubic Foot, GA-Gallon. “Type of Unit Price Code” has codes 

associated with the Core data element, (Figure C9.F4.). Even though every Core Element is 

in the Domain drop down list, not every Core data element has Domain codes. The Domain 

result page may also link to a DLMS qualifier list.
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Figure C9.F4. Domain Example

C9.4.1.3. DLMS Data Elements. This section describes the results of selecting 

a DLMS Element from Figure C9.F2. above. DLMS elements are the functional data 

standards for the logistics community and are the basis for identifying transaction data 

requirements. For example, the core data element, “Department of Defense Activity Address 

Code (DoDAAC)”, is the parent and includes DLMS data variations like “DoDAAC – Bill To 

Party” and “DoDAAC – Delivery Address”. The results of the DLMS inquiry will display a list 

of DLMS ICs in which the DLMS data element are used (Figure C9.F5.).
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Figure C9.F5. DLMS Data Elements

C9.4.1.4. DLMS Implementation Convention Inquiry. This section describes 

the results of searching a DLMS IC from Figure C9.F2. above. The resulting DLMS IC will 

display all associated DLMS data elements, X12 qualifiers, and locations in a particular IC. 

The example in Figure C9.F6. shows the results for DLMS IC“004010F511R4RA05”. 
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Figure C9.F6. DLMS Implementation Convention Inquiry

C9.4.2. DLMS Qualifiers. In Figure C9.F7., the DLMS Qualifiers page provides a way 

to browse or search for the DLMS managed code lists used in the DLMS IC. The DLMS 

Qualifiers represent a combination of DoD logistics functional data elements for which the 

authoritative source is DLM 4000.25, DLMS Manual. 
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Figure C9.F7. DLMS Qualifiers

C9.4.2.1 Users may enter specific keyword searches to retrieve the desire 

Qualifier lists, however the best way to view the information is to click on the “Complete 

Listing” tab for a comprehensive view of all Qualifiers, as shown in Figure C9.F8.

Figure C9.F8. Complete DLMS Qualifiers

C9.4.2.2. External qualifiers are DoD codes recognized within the X12 Standard 

as being managed by an external source. For most qualifiers in DLMS, the DLA Logistics 

Management Standards Office is the recognized code source. The DLMS also use qualifier 

codes from other sources such as U.S. Transportation Command (USTRANSCOM) for 
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certain transportation related code lists. A qualifier code value will always be the code 

transacted. Most of the DLMS qualifiers are registered under American National Standards 

Institute (ANSI) Accredited Standards Committee (ASC) X12 Data Element 1270 (Code List 

Qualifier Code) and are used in Data Segment LQ identifying the coded entry to its qualifier. 

The presence of an asterisk (*) in the qualifier code indicates one of the following conditions:

• The entry represents a conversion guide required or used in the legacy 80 record 

position Defense Logistics Standard Systems (DLSS)/DLMS translation 

process. www.dla.mil/j6/dlmso/eApplications/LogDataAdmin/dlmsansiconverguides.asp,

• The entry shows a secondary sequence of a data code within a qualifier 

(alphabetic/alphanumeric code sequence or clear-text name),

• The entry is a guide for cross-reference of DoD Document Identifier Codes (DIC) to 

DLMS ICs.

• The entry identifies a DoD managed code list (qualifier not in the X12 DE1270 code 

list).

C9.4.2.3. Service and Agency Code Example. Selecting “Service and Agency 

Code” from Figure C9.F8. above will display a list of valid codes and associated agency 

names and usage criteria. For example, B – US Army, FMS AND GRANT AID USE ONLY 

and C – US Army, CONTRACTOR USE ONLY. The results of the inquiry are displayed as 

shown in Figure C9.F9.
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Figure C9.F9. DLMS Qualifier 71

C9.4.3. ANSI X12 Repository. The ANSI X12 Repository reflects the ANSI X12 

structures of the DLMS ICs, leaving out the notes. The side navigation bar for LOGDRMS 

has links to the DLMS IC, segments, composite data elements, simple data elements views. 

The structures are hyperlinked to enable browsing up or down the parent/child relationships 

of the structures. The details of X12 concepts are described in Chapter 6. 

C9.4.3.1. Directory of DLMS Implementation Conventions - A directory of all DLMS 

ICs in abbreviated format, i.e., transaction set identifying all ANSI ASC X12 data segments 

and simple/composite data elements. This directory also identifies applicable X12 version 

and release (Figure C9.F10.). NOTE: The authoritative source for the DLMS IC is located on 

the DLMS IC page.
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Figure C9.F10. DLMS Implementation Conventions

C9.4.3.2. Once a user clicks on “View” link in Figure C9.F10. (e.g., 511R) the 

DLMS IC Transaction Set Specifications will be displayed (Figure C9.F11.).

Figure C9.F11. Implementation Convention Transaction Set Specifications
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C9.4.3.3. Directory of DLMS Segments. This directory identifies only those X12 

segments that are used in the DLMS ICs (Figure C9.F12.). 

Figure C9.F12. Segments

C9.4.3.4. Once a user clicks on “View” link in Figure C9.F12, e.g., “Beginning 

Segment”, the Segment Specifications will display (Figure C9.F13.).

Figure C9.F13. Segment Specifications
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C9.4.3.5. Directory of ANSI ASC X12 Simple Data Elements. Figure C9.F14.

shows X12 data elements used in DLMS ICs. 

Figure C9.F14. X12 Simple Data Elements

C9.4.3.6. Once a user clicks on “View” link in Figure C9.F14., (e.g., “Commodity 

Code Qualifier”), the DLMS Simple Data Element Specifications will be displayed (Figure 

C9.F15.).

Figure C9.F15. X12 Simple Data Element Specifications
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C9.4.3.7. Directory of ANSI ASC X12 Composite Data Elements. Figure C9.F16.

lists the composite data elements, which are intermediate units of information in a segment 

consisting of two or more simple data elements. 

Figure C9.F16. X12 Composite Data Elements

C9.4.3.8 Once a user click on “View” link in Figure C9.F16., e.g., “Composite Unit 

of Measure”, the DLMS Composite Data Element Specifications will be displayed 

(Figure C9.F17.).

Figure C9.F17. Composite Data Element Specifications
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AP2. APPENDIX 2

TERMS AND DEFINITIONS

ACCESSORIAL COSTS OR CHARGES. Certain expenses incident to issues, sales, and 

transfers of materiel. They are defined to include: packing, handling, and crating costs; 

transportation costs; port loading and unloading costs; and positioning costs.

FOREIGN MILITARY SALES (FMS). Separate charges added to the standard price 

of materiel for each foreign military sales case. The charges cover expenses of packing, 

handling, crating, transportation, and supply operations associated with preparation and 

delivery of foreign military sales materiel.

LAND. Charges by a carrier for rendering service in addition to the line haul. Such 

services may include sorting, packing, cooling, heating, switching, delivering, storage, and 

reconsigning.

OCEAN. Those services for which the ocean carrier is not responsible under the 

terms of the applicable commercial tariff or Military Sealift Command (MSC) contract rate, but 

which are required to complete the receipt and delivery of freight between common carriers, 

consignors, or consignees.

ACCOUNTABILITY. (DoD) The obligation imposed by law or lawful order or regulation on an 

officer (accountability officer) or other person for keeping accurate record of property, 

documents, or funds. The person having this obligation may or may not have actual 

possession of the property, documents, or funds. Accountability is concerned primarily with 

records, while responsibility is concerned primarily with custody, care, and safekeeping.

ACCOUNTABLE OFFICER. See “Accountability.”

ACCOUNTABLE RECORD. See “Property Accountability Record.”

ACCOUNTING CLASSIFICATION REFERENCE NUMBER (ACRN). A two-position 

alphanumeric control code assigned (under DFARS 204.7108) to each accounting 

classification used in a single contract.

ACCREDITED STANDARDS COMMITTEE (ASC) X12. Accredited by the American 

National Standards Institute in 1979, ASC X12, Electronic Data Interchange, is a voluntary 

standards group charged with developing American National Standards for electronic data 

interchange.

ACTION ACTIVITY. Any activity required to take action as a result of a supply discrepancy 

report (SDR), (e.g., distribution depot, inventory control point/integrated materiel manager, 

contract administration office, packaging control point, international logistics control office or 

shipping activity).
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ACTIVITY. A unit, organization, or installation performing a function or mission, (e.g., 

reception center, redistribution center, naval station, naval shipyard). (Source: JCS 

Publication 1-02, “DoD Dictionary of Military Terms.”)

ACTS OF GOD. Happenings outside the control of humans.

ADJUSTMENT REQUEST. Data forwarded to billing offices to request and provide 

information necessary for adjustment of billings. Adjustment requests also include follow-ups 

for adjustments for validated discrepancy reports and promised materiel return program 

credits.

ADJUSTMENTS, BOOK-TO-BOOK. Mismatches within the storage activity’s management 

system between the quantity-by-location and the owner balances.

ADJUSTMENTS, PHYSICAL INVENTORY. The accounting transaction that corrects a book 

balance to agree with the quantity of the item in storage. Such adjustments may result from 

(1) physical inventory, (2) a potential discrepancy revealed by a materiel release denial or 

location survey/reconciliation, (3) capitalization/decapitalization actions, (4) reidentification of 

stock, (5) type of pack changes, (6) catalog data changes, (7) supply condition and purpose 

code changes, etc.

ADMINISTRATIVE COSTS. General overhead expenses and other costs in operating the 

DoD or General Services Administration logistics systems that are incident to the issue, sale, 

or transfer of materiel and are not included in the price of the materiel, or as an accessorial 

cost.

ADVANCE PAYMENT. Amounts paid for materiel in advance of performance or delivery of 

the materiel. Amounts paid for other purposes in advance of the time the amounts are 

earned by the payee.

AERIAL PORT OF DEBARKATION (APOD). A station that serves as an authorized port to 

process and clear aircraft and traffic for entrance to the country where located. It is identified 

by a three-position Air Terminal Identifier Code (Reference DTR 4500.9-R, “Defense 

Transportation Regulation”).

AERIAL PORT OF EMBARKATION (APOE). A station that serves as an authorized port to 

process and clear aircraft and traffic for departure from the country where located. It is 

identified by a three-position Air Terminal Identifier Code (Reference DTR 4500.9-R, 

“Defense Transportation Regulation”).

AGENT (Depot Maintenance Interservice Support Agreement). The Military Service 

responsible for providing depot maintenance support to the Principal. (Source: OPNAVINST 

4790.14A, et.al, “Joint Depot Maintenance Program,” March 31, 1999)

AGREEMENT LINE ITEM NUMBER (ALIN). Identifies an item of supply listed in an 

agreement document.
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AMERICAN NATIONAL STANDARDS INSTITUTE (ANSI). The national coordinator of 

voluntary standards for the United States and approves a standard only when it has verified 

evidence which the standards developer presents, showing that those whom the standard 

materially affects substantially agree by consensus to its provisions.

AMMUNITION/EXPLOSIVES. A device charged with explosives, propellants, pyrotechnics, 

initiating composition, nuclear, biological, or chemical materiel for use in connection with 

defense or offense, including demolitions. Ammunition that can be used for training, 

ceremonial, or nonoperational purposes is included.

ANTICIPATED NOT-MISSION-CAPABLE-SUPPLY (ANMCS). A condition which is 

anticipated to occur within 15 days in the continental United States (CONUS) or 20 days 

outside the continental United States (OCONUS) of the requisition date when the lack of 

items or equipment required causes mission-essential systems or equipment of being 

incapable of performing any of their assigned missions.

ASSEMBLAGE IDENTIFICATION NUMBER (AIN). AIN is a 2-position numeric ranging from 

01-20 and is the second level identifier for medical and industrial kits/sets. It is system 

generated at the build manager level based on the number of kits required.

BASIC ISSUE ITEM (BII). Those essential auxiliary items that are required to operate 

equipment and enable it to perform the mission and function for which it was designated.

BATCH SERIAL NUMBER. A consecutive number assigned by the paying office to each 

batch of contract payment notices. On October 1st, each batch for each accounting point 

begins with one. The batch serial number identifies the number of batches transmitted to the 

specific accounting point since the first day of the fiscal year.

BILL. A statement of the amounts owed for the transfer or sale of materiel and for the 

performance of services incident to the transfer.

BILL NUMBER. An alpha or numeric identifier assigned by the billing office to identify a bill. 

The bill number is unique to the billing office DoD activity address code (DoDAAC) and may 

not be duplicated within a calendar year.

BILL OF LADING (B/L). The primary document used to procure freight and express 

transportation and related services from commercial carriers, including freight forwarders. 

BILLED ERROR. An error in a bill, at the bill or detail billing record level, which has one or 

more of the following characteristics: duplicates a previous bill or detail record; contains an 

error in amount; assigns the wrong billed office, (i.e., designates the billed office in a manner 

that violates the requirements of Volume 4, Finance; was not billed under the proper method 

(noninterfund versus interfund); or should not have been billed, (e.g., was nonreimburseable, 

the requisition was cancelled, or accessorial charge was inappropriate)).

BILLED OFFICE. Any office designated to receive a bill.
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BILLING DISCREPANCY. A discrepancy related to duplicate or multiple billings per 

individual shipment or a single billing with no ship line. Such discrepancies are reportable by 

security assistance customers on a supply discrepancy report. Within U.S. Government 

channels, all billing discrepancies will be processed under Volume 4, Finance.

BILLING OFFICE. An office that prepares bills for materiels and services subject to the 

requirements of Volume 4, Finance.

BILL OF MATERIAL (BOM). A list of raw materials/component parts, etc. and at the 

quantities of each needed to assemble/manufacture/repair an end item or final product.

BUILD DIRECTIVE NUMBER (BDN). BDN is a 4-position alphanumeric value used to 

identify a specific build order of a medical/industrial kit. It is system generated at the build 

manager level and serves as the first level identifier.

BUSINESS RULE. A statement that defines or constrains some aspect of the business. It is 

intended to assert business structure or to control or influence the behavior of the business.

CAPITALIZATION. The receipt or transfer in of inventories from a different fund or fund 

subdivision without charge or income. The inventory increases the transferee's fund equity 

(capital) directly and does not increase operational income or expense.

CARE OF SUPPLIES IN STORAGE (COSIS). A program composed of a set of processes 

and procedures whose purpose is to ensure that materiel in storage is maintained in readyfor-issue condition or to prevent uneconomic deterioration of unserviceable materiel. With 

proper COSIS, supplies and equipment in storage will be preserved and maintained in a 

serviceable condition through inspection and actions taken to correct any forms of 

deterioration and to restore materiel to ready-for-use condition. The COSIS includes instorage inspection, minor repair, testing, exercising, preservation, and packing of materiel, 

and all intra-depot materiel movement to perform those tasks.

REIMBURSABLE COSIS. Those COSIS activities such as testing, exercising, 

preservation, and packing of materiel in storage resulting from COSIS inspections and not 

funded under discrete pricing and, in general, entails those actions necessary to correct the 

problems with the materiel, and/or packaging identified by the routine COSIS. Reimbursable 

COSIS Includes the costs for any component parts required in performing minor repairs. This 

applies to both receipts from Military Service activities as well as materiel in storage, and 

includes both minor repairs and necessary packaging that will maintain the stored materiel in 

assigned materiel condition codes. Funding for this work is outside of the scope of the 

discrete pricing as defined in the Defense Capital Working Fund

STANDARD COSIS. Standard COSIS inspections are included in the discrete pricing 

rate and as a minimum, consist of an annual survey of the materiel in storage. The 

instructions in DLAI 4145.4/AR 740-3/AFJMAN 23-231/ NAVSUPINST, “Stock Readiness,” 

January 6, 2003, provide specifics for various materiel types and categories.

CASE DESIGNATOR. A unique code used with a country identification code to identify a 

particular foreign military sale. It is a three-character designation.
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CENTRAL SERVICE POINT. A representative designated by each Service/Agency to 

update the DoD activity address directory (DoDAAD) and military assistance program 

address directory (MAPAD) databases and to maintain liaison with DLA Transaction Services 

and the DoDAAD and MAPAD System Administrators.

CHANGE NUMBER. The change number is assigned by DLA Transaction Services and 

consists of four positions, (i.e., a one-position calendar year code and a three-position serial 

number).

CLEAR TEXT ADDRESS. The in-the-clear address of the ship-to and/or the mark-for activity 

identified by the military assistance program address code (MAPAC).

COMMUNICATION ROUTING IDENTIFIER (COMMRI). A 7 character code that uniquely 

identifies an International Logistics Communication System (ILCS) account, established with 

the DLA Transaction Services, to electronically transmit and receive logistics data between 

the foreign military sales and the US DoD supply systems.

COMPONENT REGISTRY. The Military Service or Defense Agency system which maintains 

visibility of all small arms and light weapons (SA/LW) serial numbers within that Component 

and provides the DoD SA/LW Registry with small arms and light weapons status.

CONSIGNEE. The recipient (unit, depot, or person) to whom cargo is addressed or 

consigned for final delivery. Activity that is receiving the product.

CONSIGNOR. The person or activity that is the supplier or shipper of a product. 

CONSTRUCTED DOCUMENT NUMBER. A document number created and used in place of 

the original requisition number when the original number cannot be determined. The 

constructed document number may be employed in reporting selected product quality and 

supply discrepancies. Under DLMS a constructed document number is identified through the 

use of a utilization code.

CONSTRUCTIVE DELIVERY. The delivery of materiel to a commercial carrier, freight 

forwarder, United States or international post office, or customer at point of production, 

storage, or test. Delivery is evidenced by completed copies of shipping documents, materiel 

shipment status of shipping documents, drop from inventory, or a list of deliveries in a post 

office.

CONTRACT ABSTRACT. A representation, in machine format, of key elements of 

contractual data that are used to establish the contract record in the recipient's database.

CONTRACT ADMINISTRATION OFFICE (CAO). A DoD contract administration service 

(CAS) DoD Component that performs assigned functions, or a purchasing office which 

retains functions related to the administration of contracts. (Included in this definition are all 

geographic and plant-type organizations engaged in the performance of field contract 

administration services.)
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CONTRACT LINE ITEM. An item of supply or service on a contractual document usually 

identified by a contract line item number (CLIN). (See DFARS 204.7103.)

CONTRACT MAINTENANCE. Any depot level maintenance performed under contract by 

commercial organizations, including original manufacturer. (Source: OPNAVINST 4790.14.)

CONTRACT MODIFICATION. Any written alteration in the specifications, delivery point, rate 

of delivery, contract period, price, quantity, or other contract provision of an existing contract, 

whether accompanied by unilateral action under a contract provision, or by mutual action of 

the parties to the contract. It includes: (1) bilateral actions such as supplemental 

agreements; and, (2) unilateral actions such as change orders, administrative changes, 

notices of termination, and notices of the exercise of a contract option.

CONTRACTOR-FURNISHED MATERIEL (CFM). Materiel that the contractor is contractually 

required to provide. The source of supply for CFM may be the commercial market or the 

federal supply system when authorized by contract.

CONTROLLED INVENTORY ITEMS. Those items designated as having characteristics 

which require that they be identified, accounted for, secured, segregated, or handled in a 

special manner to ensure their safeguard or integrity. Controlled inventory item categories in 

descending order of degree of control normally exercised are, as follows:

CLASSIFIED ITEMS. Materiel that requires protection in the interest of national 

security.

PILFERABLE ITEMS. Materiel having a ready resale value or application to personal 

possession and which is, therefore, especially subject to theft.

SENSITIVE ITEMS. Materiel which requires a high degree of protection and control 

due to statutory requirements or regulations, such as narcotics and drug abuse items; 

precious metals; items which are of a high value, highly technical, or hazardous nature; and 

small arms, and ammunition. (See DoD 4140.1-R, “DoD Supply Chain Materiel Management 

Regulation,” May 23, 2003”) 

CONVENTIONAL AMMUNITION. A device charged with explosives, propellants, 

pyrotechnics, or initialing composition for use in conjunction with defense or offense, 

including demolitions. Certain ammunition can be used for training, ceremonial, or nonoperational use.

CONTROL POINT. An activity designated by a Military Service, DLA or the General Services 

Administration (GSA) to monitor packaging discrepancies for their respective Service/Agency 

(S/A).

COUNTRY CODE. 1) Identifies the Geopolitical Entities, Names, and Codes (GENC) 

standard. The GENC standard is the U.S. government profile of ISO 3166 (Parts 1 and 2) 

names and code elements, with modifications only where necessary to comply with U.S. law 

and U.S. government recognition policy. The authoritative source for GENC is 
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the Geopolitical Entities, Names, and Codes (GENC) Registry. 2) Country used for 

distribution and the physical location used for clear text addressing under DLMS.

CRITICAL SAFETY ITEM (CSI). A part, assembly, installation, or production system with 

one or more essential characteristics that, if not conforming to the design data or quality 

requirements, would result in an unsafe condition that could cause loss or serious damage to 

the end item or major components, loss of control, or serious injury to personnel. Also called 

CSI. (See Joint Pub 1-02.)

CUSTODIAL ACCOUNTABILITY. The responsibility of the Single Manager for Conventional 

Ammunition (SMCA) to maintain data elements in the wholesale inventory record to reflect by 

ownership code the receipt, issue, balance, and other quantitative and financial data 

essential for proper control and management of assets which are in the single manager's 

custody but are owned by another DoD Component. Custodial accountability includes the 

responsibility to initiate and approve adjustment actions and financial liability investigation of 

property loss reports.

CUSTODIAL RESPONSIBILITY. The responsibility of a storage activity, depot, or agent, 

which is not the designated single manager, to maintain proper custody, care, safekeeping, 

receipt, issue, and balance data for stored DoD wholesale materiel.

CUSTOMER COLLABORATION. A confluence of strategic, tactical, and operational time 

base quantitative and qualitative sharing of information between DLA and its customer 

activities, including, but not limited to, formalized collaboration partnerships, exception 

handling by detection and notification, and DLA/customer collaborative demand planning.

CUSTOMER RETURN IMPROVEMENT INITIATIVE (CRII). A DLA program developed to 

reduce the likelihood that depots would receive nonconforming returned materiel.

DAMAGE. Partial or total marring of the appearance or reduction in usability of the materiel 

for its intended purpose. For security assistance, damage describes a condition creating 

impaired item functionality. Applicable to U.S. Postal Service and security assistance 

shipments only.

DATA ELEMENT. A basic unit of information in a business transaction.

DATA ITEM. A subunit of descriptive information or value classified under a data element.

DATA MODEL. A visual depiction that identifies data, attributes, and relationships 

associated with other data.

DATA SEGMENT. A series of data elements defined and placed in a single group in a 

specific sequence. A data segment directory, defines the proper data element sequence for 

each data segment and is part of the ASC X12 standards.

DATE PACKED. (Shelf-Life Item). For all items required to be marked with date packed, 

the date packed will be that date on which the product was packaged in the unit container, 
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regardless of dates of packing, shipping, or additional processing. (See DoD 4140.27-M, “ 

Shelf Life Item Management Manual,” May 5, 2003.)

DECAPITALIZATION. The issue or transfer out of inventories to another fund or fund 

subdivision without expense or reimbursement. The cost of the inventory decreases the 

transferor's fund equity (capital) directly and does not increase operational expenses or 

income.

DEFENSE LOGISTICS MANAGEMENT STANDARDS (DLMS). A process governing 

logistics functional business management standards and practices across DoD. A broad 

base of business rules, to include uniform policies, procedures, time standards, transactions, 

and data management, designed to meet DoD requirements for global supply chain 

management system support. DLMS enables logistics operations to occur accurately and 

promote interoperability between DoD and external logistics activities at any level of the DoD 

organizational structure. The DLMS supports electronic business capabilities such as: ANSI 

ASC X12 EDI, upon which the DLMS transaction exchange was founded; automatic 

identification technology, including passive RFID and linear and 2D bar coding: extensible 

mark-up language (XML); and web-based technology. The DLMS encompasses 

standardization of logistics processes including, but not limited to: Military Standard Billing 

System (MILSBILLS), Military Standard Transaction Reporting and Accountability Procedures 

(MILSTRAP), Military Standard Requisitioning and Issue Procedures (MILSTRIP), and 

Supply Discrepancy Reporting.

DELIVERY TERM CODE (DTC). A code (prescribed in FMS cases) identifying the point at 

which the responsibility for moving an item as an FMS shipment passes from the United 

States DoD to the purchasing nation or international organization.

DLMS TRADING PARTNER AGREEMENT. A written instrument of understanding 

negotiated between trading partners that specifies contractual matters and protocols 

regarding Government DLMS transactions. (Reference DLM 4000.25, “Defense Logistics 

Management System.”)

DEFENSE TRANSPORTATION SYSTEM (DTS). That portion of the worldwide 

transportation infrastructure that supports DoD transportation needs in peace and war. The 

DTS consists of two major elements: military (unique) and commercial resources. These 

resources include aircraft, assets, services, and systems unique to, contracted for, or 

controlled by the Department of Defense. The Defense transportation infrastructure, 

including ports, airlift, sealift, railway, highway, intransit visibility, information management 

systems, customs, and traffic management that the Department of Defense maintains and 

exercises in peacetime, is a vital element of the DoD capability to project power worldwide. It 

provides for responsive force projection and a seamless transition between peacetime and 

wartime operations.

DEMAND DATA EXCHANGE. A systematic method use for submitting collaborative 

customer projected supply plan materiel requirements to DLA.
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DEPARTMENT OF DEFENSE SMALL ARMS/LIGHT WEAPONS (SA/LW) REGISTRY. 

DoD central repository for SA/LW serial numbers. The registry serves as the single point of 

access for inquires relating to the last known record of SA/LW serial numbers. Serial 

numbers are provided by the Component Registries on a scheduled and as required basis.

DEPOT. See “Storage Activity.”

DEPOT MAINTENANCE INTER-SERVICE SUPPORT AGREEMENT (DMISA). A 

formalized agreement similar to a contract whereby one Service (the Agent) obligates itself to 

provide depot maintenance support for another Service (the Principal). (Source: OPNAVINST 

4790.14A, et.al) For the purpose of this manual, DMISA also covers depot maintenance 

provided for under inter-Service support agreements not covered by the referenced joint 

regulation.

DETAIL BILLING RECORD. The lowest level of detail in a bill. At this level of the bill, 

billings for materiel are identified by the transaction number. When more than one shipment 

is involved, the partial shipment, identified by a suffix, is the lowest level of detail.

DETERIORATION. A breakdown in composition of an item that makes it inferior in quality 

and value.

DIRECT PROCUREMENT METHOD (DPM). A method of personal property shipment in 

which the government manages the shipment throughout. Packing, containerization, local 

drayage, and storage services are obtained from commercial firms under contract 

arrangements or by the use of government facilities and personnel.

DIRECT VENDOR DELIVERY (DVD). (DoD) A materiel acquisition and distribution method 

that requires vendor delivery directly to the customer.

DISTRIBUTION DEPOT. See “Storage Activity.”

DISTRIBUTION SYSTEM. That complex of facilities, installations, methods, and procedures 

designed to receive, store, maintain, distribute, and control the flow of military materiel 

between the point of receipt into a DoD supply system and the point of issue to using 

activities and units. (See Joint Pub 1-02.)

DLMS SUPPLEMENT. The composite guideline that documents a specific business 

interpretation of an ASC X12 transaction set standard. A DLMS Supplement defines the 

structure, content and DLMS business rules for a specific business interpretation; it maps 

application data requirements into specific data fields within the X12 transaction set (TS) and 

establishes parameters for its business usage for implementation in the DLMS. DLMS 

Supplements are also known as either DLMS Implementation Conventions or DLMS Logistics 

Implementation Conventions.

DROP FROM INVENTORY. Reduction of the quantitative inventory balance.

DUNS (Data Universal Numbering System) NUMBER. A 9 digit numerical 

identifier/number created for an organization by Dunn & Bradstreet. A different DUNS 
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number will be assigned for each physical location different address of an organization, as 

well as each legal division that may be co-located. A DUNS number is frequently required to 

register with the Central Contractor Registration (CCR). 

DUPLICATE BILL. An exact duplicate of a previous bill or a bill supported entirely by 

duplicate billing records.

DUPLICATE DETAIL BILLING RECORD. A second or subsequent detail billing record for a 

single shipment.

DUPLICATE SHIPMENT. A shipment which corresponds exactly to a previous shipment.

EFFECTIVE DATE. The five-position ordinal date (two-position year and three-position day) 

when an address (DoDAAD/MAPAD) change becomes effective.

ELECTRONIC MALL (EMALL). An internet-based electronic mall designed to make it easier 

for customers to place and track orders and pay for products. For additional information see 

the DoD EMALL Website https://dod-emall.dla.mil.

ENEMY ACTION. Those courses of action imposed by the enemy that could affect the 

friendly mission.

ENTERPRISE IDENTIFIER (EID). An identifier, which relies on the Data Universal 

Numbering System (DUNS) as a primary key for non-DoD entities, and an extended DoD 

activity address code (DoDAAC) for DoD activities. DUNS+4, an additional 4-digit suffix to 

the DUNS code, allows for the identification of payment location used by business partner 

(represented by a DUNS) when that partner has multiple locations. Other alias identifiers 

recorded to date include the contractor and Government entity (CAGE) code, the austin-tetra 

number, and taxpayer identification number (TIN).

ESSENTIALITY CODE. Indicates that the assembly or component is essential to the 

performance of the primary and/or secondary missions of the weapon system and/or end 

item. The degrees of assembly and/or component essentiality depend on the effect their 

failure would have on a weapon system and/or end item readiness.

EVIDENCE OF SHIPMENT. Any legible movement document or receipt, duly signed by a 

carrier representative, which shows that the United States has shipped or released the 

materiel in question to a carrier for shipment to the country's designated representative, 

constitutes evidence of shipment. Such documents generally show the quantity, national 

stock number (NSN), mode date, transportation control number (TCN), notice of availability 

(NOA) number/bill of lading (B/L)/parcel post insured, registered number, addressee, vessel, 

or flight number (to the extent possible), and name of shipper and carrier to include weight 

and cube information, and number of pieces, etc.

EXCEPTION MATERIEL. Security Assistance Program materiel which, due to its peculiar 

nature and increased transportation risks, requires special handling in the transportation 

cycle and deviation from normal shipping procedures. This includes classified materiel, 

sensitive materiel, firearms, explosives, lethal chemicals, and other dangerous and 
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hazardous materiel that requires rigid movement control and air cargo of such size that the 

item exceeds commercial capability.

EXHIBIT LINE ITEM. An item of supply or service listed on an exhibit or schedule forming a 

part of the contractual document usually identified by an exhibit line item number (ELIN). 

(See DFARS 204.7105.)

EXPEDITED HANDLING SHIPMENTS. Items identified by special requirements handling 

codes (A, B, C, or D) in the requisitions. Items so identified override normal precedence in 

processing and moving shipments.

EXPIRATION DATE (Shelf-Life Item). The date beyond which nonextendible shelf-life items 

(Type I) should be discarded as no longer suitable for issue or use. (See DoD 4140.27-M,

“Shelf-Life Item Management Manual”).

EXPIRED SHELF-LIFE. The length of time during which an item of supply, subject to 

deterioration or having a limited life which cannot be renewed, has expired.

FEDERAL SUPPLY CLASSIFICATION (FSC). The first 4-digits of the 13-digit national stock 

number. The FSC relates/separates items of supply.

FINANCIAL DISCREPANCY. The following definition applies to security assistance 

discrepancy reporting only. A discrepancy related to administrative and/or accessorial 

charges that will be processed by the Defense Finance and Accounting Service – Denver, 

Deputy for Security Assistance (DFAS-DE/I).

FIRE. A phenomenon of combustion manifested in light, flame, and heat.

FOREIGN MILITARY SALES (FMS). That portion of the United States security assistance 

authorized by the Foreign Assistance Act of 1961, as amended, and the Arms Export Control 

Act of 1976, as amended. This assistance differs from the International Military Education 

and Training Program in that the recipient provides reimbursement for defense articles and 

services transferred. Also called FMS. (See Joint Publication 1-02.)

FOREIGN MILITARY SALES (FMS) CASE DESIGNATOR. A unique designator within a 

single country assigned by the implementing Service to each FMS case, to identify a specific 

offer to a country. This designator stays with and identifies the sale or offer of a sale.

FOREIGN MILITARY SALES COUNTRY REPRESENTATIVE (CR). The designated country 

official (Consulate, Attaché, Director of Movements) duly authorized to control FMS case 

transactions.

FOREIGN MILITARY SALES FREIGHT FORWARDER/INTERNATIONAL FREIGHT 

FORWARDER. A private firm that serves as a contractual agent for the FMS customer. 

These companies, as a minimum, receive, consolidate, and stage materiel within the United 

States for onward shipment to the purchasing country.
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FOREIGN MILITARY SALES (FMS) NOTICE NUMBER. A unique number assigned to 

control the shipment between the shipper and the consignee.

FOREIGN ORIGIN. Those goods produced or manufactured in a foreign country located 

outside the CONUS, its possession, or Puerto Rico. It also includes those aforementioned 

that are physically located in bonded warehouses or foreign trade zones within the United 

States (U.S.), its possessions, or Puerto Rico, but it does not include foreign produced or 

manufactured goods that have otherwise been lawfully imported into the United States, its 

possessions, or Puerto Rico.

FREE-ON-BOARD (FOB) DESTINATION. Product is accepted at destination by the 

Government. Shipper provides transportation.

FREE-ON-BOARD (FOB) ORIGIN. Product is accepted at origin (source) by the 

Government. Government provides transportation with commercial carriers.

GAINING INVENTORY MANAGER (GIM). The inventory manager responsible for assuming 

wholesale materiel management functions.

GENERAL AGENCY AGREEMENT (GAA). Pertains to Government-owned ships operated 

under cost plus fixed-fee contracts by commercial ocean carriers acting as general agents for 

the Maritime Administration, U.S. Department of Commerce, with whom the MSC has 

entered into agreements for the exclusive use of such ships.

GLOBAL EXCHANGE (GEX). The Global Exchange eBusiness Gateway is the Electronic 

Data Interchange (EDI) hub for Department of Defense. The GEX functions as the single 

interface among Government and commercial trading partners conducting electronic 

commerce and EDI activities. It provides translation, routing, and archive services for EDI 

transactions that are sent between two or more Government systems or between 

Government systems and their commercial trading partners. There are two GEX sites 

operated by DLA Transaction Services.

GOVERNMENT-FURNISHED MATERIEL (GFM). Materiel in the possession of, or acquired 

by, the Government and later delivered or otherwise made available to a contractor. GFM is 

property that may be incorporated into or attached to a deliverable end item or that may be 

consumed or expended in performing a contract. GFM includes assemblies, components, 

parts, raw and processed materials, and small tools and supplies that may be consumed in 

normal use in performing a contract.

GRANT AID. Military assistance rendered under the authority of the Foreign Assistance Act 

of 1961, as amended, which provides defense articles and services to recipients on a 

nonreimbursable (grant) basis.

HANDGUNS. Handguns are divided into one of two major groups depending on the location 

of the chamber. Revolvers have a revolving chamber; pistols have a chamber integral with 

the barrel. Some handguns include single-shot pistols, revolvers, semi-automatic pistols, and 

fully automatic, or machine pistols.
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HAZARDOUS MATERIEL (DANGEROUS GOODS). A substance of materiel that has been 

determined to be capable of posing an unreasonable risk to health, safety, and property when 

transported. This materiel includes explosives, gasses (compressed, liquefied, or dissolved 

under pressure), flammable liquids, flammable solids or substances, oxidizing substances, 

poisonous and infectious substances, radioactive substances, corrosives, and miscellaneous 

dangerous substances presenting real or potential hazards to life and property. Procedures 

for handling this materiel are specified in applicable publications of the Department of 

Transportation, the Interstate Commerce Commission, Federal Aviation Agency, U.S. Coast 

Guard, U.S. Agriculture Department, U.S. Public Health Service, Intergovernmental Maritime 

Consultative Organization, the International Civil Aviation Organization, and in federal or 

military documents. Dangerous goods is the term applied to hazardous materiel in 

international movement.

IMPLEMENTATION CONVENTION. The composite guideline that documents a specific 

business interpretation of an ASC X12 transaction set standard. Conventions define the 

structure, content and DLMS business rules for a specific business interpretation; it maps 

application data requirements into specific data fields within the X12 transaction set (TS) and 

establishes parameters for its business usage for implementation in the DLMS. DLMS 

Implementation Conventions are also known as either DLMS Supplements or DLMS Logistics 

Implementation Conventions.

INCORRECT ITEM. An item received in lieu of the item requisitioned. This is an erroneous 

item shipped due to shipper error and not an intended interchangeable/substitute item. See 

also, WRONG ITEM.

INTEGRATED MATERIEL MANAGER (IMM). Any DoD activity or agency that has been 

assigned wholesale materiel management responsibility for the Department of Defense and 

participating Federal Agencies. Integrated wholesale materiel management responsibilities 

include requirements determination, procurement, distribution, overhaul, and repair of 

reparable materiel, and disposal of materiel. (See DoD 4140.1-R.)

INTERCHANGEABLE/SUBSTITUTABLE ITEM. An item that possesses such functional and 

physical characteristics as to be equivalent in performance, reliability, and maintainability, to 

another item of similar or identical purposes, and is capable of being exchanged for the other 

item without selection for fit or performance, and without alteration of the item itself or of 

adjoining items, except for adjustment. (See DoD 4140.1-R.)

INTERFUND BILL. A bill processed under the interfund billing system. These bills are not 

only "bills" but notices to the billed office that its funds have been disbursed and the bill 

"paid."

INTERFUND BILLING SYSTEM. An automated billing fund transfer system.

INTERMEDIATE DEFENSE FUEL SUPPORT POINT (DFSP). Bulk fuel storage facility 

where product is stored for subsequent issue to multiple end customers.
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INTERNATIONAL LOGISTICS CONTROL OFFICE (ILCO). The central U.S. Military 

Service control point in CONUS that monitors requisitions and related transactions for FMS 

and Military Sales and Grant Aid (GA).

INTER-SERVICE SUPPORT. Action by one Military Service, or element thereof, to provide 

logistic and/or administrative support to another Military Service, or element thereof. Such 

action can be recurring or nonrecurring in character, on an installation, area, or worldwide 

basis.

INTO-PLANE. A supply technique whereby the U.S. Government contracts with a contractor 

to refuel military aircraft at commercial airports. The contractor supplies the fuel, lube oil, and 

refueling facilities (storage tank, vehicle, and equipment). The use of Government refueling 

trucks, equipment, bladders, etc., is not authorized unless so stipulated in the into-plane 

contract. (NOTE: Commercial aircraft under a Government charter may be refueled at intoplane locations; and occasionally, into-plane locations may be at a military base.)

INTRA-SERVICE SUPPLY. Exchange of materiel, inventory control documentation, and 

other management data within or between the distribution systems of a single Service or 

Agency.

INTRA-THEATER. Movement of materiel from a point in a theater to another point within the 

same theater.

INVENTORY. Materiel, titled to the U.S. Government, held for sale or issue, held for repair, 

or held pending transfer to disposal.

INVENTORY CONTROL POINT (ICP). An organizational unit or activity within a DoD supply 

system that is assigned the primary responsibility for the materiel management of a group of 

items either for a particular Service or for the Defense Department as a whole. Materiel 

inventory management includes cataloging direction, requirements computation, procurement 

direction, distribution management, disposal direction, and, generally, rebuild direction. 

(Source: JCS Publication 1-02.)

INVENTORY LOT/SEGMENT. A sub grouping of the total items in storage for the purpose of 

physical inventory counting or location audit. The lot/segment is generally by Federal supply 

classification (FSC), warehousing, picking station, or some form of commodity grouping.

INVENTORY, SCHEDULED. A physical inventory that is to be conducted on a group of 

items within a specified period of time, according to an established plan. There are two types 

of scheduled inventories:

INVENTORY, COMPLETE. An inventory of all conditions of all stock numbers within 

specified categories.

INVENTORY, SAMPLE. A sample of items selected from an inventory lot in such a 

manner that each item in the lot has an equal opportunity of being included in the sample
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INVENTORY, UNSCHEDULED. A physical inventory which is to be conducted on a specific 

item as a result of some unscheduled inventory requirement such as an inventory manager or 

locally initiated request, materiel release denial, location survey or location reconciliation 

request. There are two types of unscheduled inventories:

INVENTORY, SPECIAL. A physical inventory of a specific item(s) as a result of a 

special requirement generated by the location audit program, preprocurement, or any other 

reason deemed appropriate by the item manager, Accountable Property Officer (APO), or the 

APO designated representative, or the storage activity.

INVENTORY, SPOT. A physical inventory required to be accomplished as a result of 

a total or partial materiel denial.

ISSUING AGENCY CODE. The IAC represents the registration authority that issued the 

enterprise identifier. The value for the IAC is assigned by the Registration Authority for 

ISO/IEC 15459-2, Registration Procedures. The current Registration Authority of ISO/IEC 

15459-2 is NEN – Nederlands Normalisatie-Instituut.

ITEM. An item is a single hardware article or a unit formed by a grouping of subassemblies, 

components or constituent parts. In the DoD, an item is any article produced, stocked, 

stored, issued, or used; or any product, including systems, materiel, parts, subassemblies, 

sets and accessories.

ITEM DEFICIENCY. See SF 368, “Product Quality Deficiency Report.”

ITEM UNIQUE IDENTIFICATION (IUID) OF ITEMS. The application of a set of data 

elements that is globally unique and unambiguous, ensures data integrity and data quality 

throughout life, and supports multifaceted business applications and users. (See UNIQUE 

ITEM IDENTIFIER for additional definitions of IUID related terms)

JOINT COLLABORATION AGREEMENT. A collaborative and coordinated consensus 

between DLA and customer activities that cites mutual responsibilities and expectations of 

both parties in the process of demand data exchange (DDE).

LATENT DEFECTS. This definition is provided for supply discrepancy reporting of product 

quality deficiencies against security assistance shipments. A deficiency in an article that 

effects item operability and is not normally detected by examination or routine test, but which 

was present at the time of manufacture.

LATERAL REDISTRIBUTION. .The release and shipment of materiel from a post, camp, 

station, or base to another similar activity to satisfy a specific demand.

LESS THAN RELEASE UNIT (LRU). A shipment unit that can be shipped without requiring 

an export release from the appropriate authority.

LETTER OF OFFER AND ACCEPTANCE. The U.S. document by which the U.S. 

Government offers to sell defense articles and defense services to a foreign government or 

international organization. The LOA lists the items and/or services, estimated costs, the 
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terms and conditions of sale, and provides for the foreign government’s signature to indicate 

acceptance.

LOCATION AUDIT PROGRAM. Consists of actions required to assure compatibility 

between the assets in storage and the locator records and between the locator records and 

the accountable records. Location audit programs may include quantity. This program is 

accomplished in two phases:

LOCATION RECONCILIATION. A match between valid storage activity records and 

the accountable records, in order to identify and correct situations where items are in physical 

storage but not on record, on record but not in storage, or where common elements of data, 

including quantity, do not match. Research of mismatches, including special inventories 

when required, results in corrective action.

LOCATION SURVEY. A physical verification, other than actual count, between actual 

assets and recorded location data to ensure that all assets are properly recorded as to 

location, identity, condition, and unit of issue.

LOCATION RECONCILIATION DISCREPANCIES. Location reconciliation discrepancies 

are classified into one of four categories as listed below:

a. Owner/Manager Record. Shows balance for storage activity; no location 

reconciliation transaction received (Type I Location Reconciliation Error).

b. Location Reconciliation Transaction. Received from storage activity; no 

corresponding owner/manager record (Type II Location Reconciliation Error).

c. Mismatch of Data Elements. Mismatch of any of the following (Type III Location 

Reconciliation Error):

1). Unit of issue.

2). Ownership/manager identifier.

3). Controlled inventory item code (see DoD 4100.39-M, “Federal Logistics 

Information Service (FLIS) Procedures Manual,” Volume 10).

4). Type of pack code (subsistence).

5). Shelf-life code.

6). Date packed/expiration date (subsistence only).

d. Quantity Discrepancy (Type IV Location Reconciliation Error).

LOCATION SURVEY DISCREPANCIES. Location survey discrepancies are classified into 

one of three categories as listed below:
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a. Locator Record Deleted. The removal or change of a locator record when there is 

a recorded location but there are no physical assets unless the location is being held open for 

new receipts (Type I Location Survey Error). 

b. Locator Error Established. The recording of locations when assets are physically 

found in storage and no locator records exist, or when the recorded stock number disagrees 

with the materiel in the location (Type II Location Survey Error).

c. Locator Record Corrected. Changes to the locator record when physical materiel 

characteristics differ from any of the following data elements (Type III Location Survey Error):

1). Unit of issue

2). Supply condition code.

3). Controlled inventory item code (see DoD 4100.39-M, Volume 10). Verification 

of the code must consist of ensuring that assets are stored in areas providing the degree of 

security commensurate with the assigned code.

4). Type of pack code.

5). Lot number or unique item identifier (for ammunition only).

6). Completeness and accuracy of magazine data card (for ammunition only).

LOGISTICS REASSIGNMENT (LR). The transfer of IMM responsibilities from one manager 

to another. (See DoD 4140.1-R.)

LOOP. A group of semantically related segments in ANSI ASC X12 Transactions. An 

example is the N1 loop, which contains name and address information.

LOSING INVENTORY MANAGER (LIM). The inventory manager responsible for 

relinquishing wholesale materiel management functions.

LOT/SEGMENT (INVENTORY). A sub-grouping of the total items in storage for the purpose 

of physical inventory counting or location audit. The lot/segment is generally by federal 

supply class, warehousing, picking station, or some form of commodity grouping.

LOWEST OVER ALL COST. The aggregate of shipment costs known or reasonably 

estimated; (i.e., transportation rate(s), accessorial, drayage, storage, in transit, packing and 

crating, unpacking, and port handling costs).

MAINTENANCE (MATERIEL). All action taken to retain materiel in a serviceable condition 

or to restore it to serviceability. It includes inspection, testing, servicing, classification as to 

serviceability, repair, rebuilding, and reclamation. (Source: JCS Publication 1-02.). 

Maintenance, used generically in this manual, also includes evaluation, assembly, 

disassembly, conversion, and modification.
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MAJOR DISASTER. Any disaster as a result of enemy action, insurrection, civil disturbance, 

flood, fire, hurricane, tornado, earthquake, or other catastrophe which, in the determination of 

the President, is or threatens to be of sufficient severity and magnitude to warrant disaster 

assistance by the Federal Government under Public Law 91 - 606, “Disaster Relief Act”, 91st 

Congress (42 United States Code 58) to supplement the efforts and available resources of 

State and local governments in alleviating the damage, hardship, or suffering caused thereby.

MAJOR INVENTORY VARIANCE. Total dollar value of the item overage or shortage for the 

stock number exceeds $5,000 or a variance of any value for controlled items.

MANAGEMENT CONTROL ACTIVITY (MCA). A DoD Component, DoD activity, or non-DoD 

activity, if participating by separate agreement (e.g., the Coast Guard), designated to receive, 

screen, and validate Military Service-initiated and contractor- initiated requisitions for 

government furnished materiel (GFM) from the wholesale supply system to support DoD 

contracts or requirements. (See DoD 4140.1-R)

MAPPING. A process for diagramming what electronic data are to be exchanged, how the 

data are to be used, and what internal application system requires the data.

MATERIEL. All items (including ships, tanks, self-propelled weapons, aircraft, etc., and 

related spares, repair parts, and support equipment, but excluding real property, installations, 

and utilities) necessary to equip, operate, maintain, and support military activities without 

distinction as to its application for administrative or combat purposes. (See Joint Publication 

1-02.) Materiel is either serviceable (i.e., in an issuable condition) or unserviceable (i.e., in 

need of repair to make it serviceable.) (See DoD 4140.1-R.)

MATERIEL ACCOUNTABILITY. The act of safeguarding, answering for, and exercising 

proper quantitative and physical controls over DoD materiel, supplies, and equipment in the 

care and custody of DoD activities.

MATERIEL CONDITION. A classification of materiel that reflects its readiness for issue and 

use or to identify the action underway to change the status of materiel. (See DoD 4140.1-R)

MATERIEL DENIAL. A transaction notifying the IMM that there is insufficient materiel in 

storage to satisfy, in total or in part, the quantity directed for issue and specifying the quantity 

that may not be issued. (See DoD 4140.1-R.)

MATERIEL OBLIGATION. The unfilled portion of a requisition (for a stocked or non-stocked 

item) that is not immediately available for issue but is recorded as a commitment for future 

issue, either by direct vendor delivery or backordered from stock.

MATERIEL RECEIPT ACKNOWLEDGEMENT (MRA). A computer processed transaction or 

manual form used to advise that materiel has been received and posted and/or to indicate 

that a discrepancy affects the receipt posting/acknowledgement process.

MATERIEL RELEASE CONFIRMATION (MRC). A notification from a shipping or storage 

activity advising the originator of a materiel release order of the positive action taken on the 

order.
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MATERIEL RELEASE DENIAL (MRD). A notification from a storage site advising the 

originator of a materiel release order of negative (warehouse refusal) action on the order.

MATERIEL RELEASE ORDER (MRO). An order issued by an accountable supply system 

manager (usually an ICP or accountable depot or stock point) directing a non-accountable 

activity (usually a storage site or materiel drop point) within the same supply distribution 

complex to release and ship materiel. (See Joint Publication 1-02.) Also used to direct 

redistribution and shipment of materiel from a post, camp, station, or base to another similar 

organization to satisfy a specific demand.

METADATA. Information describing the characteristics of data; data or information about 

data; and descriptive information about an organization’s data, data activities, systems, and 

holdings.

MILITARY ASSISTANCE PROGRAM ADDRESS CODE (MAPAC). A code constructed by 

the ILCO for security assistance program shipments. MAPAC is used to identify the 

consignee in transportation documents and to obtain clear-text address and other shipment 

information from the military assistance program address directory (MAPAD).

MILITARY ASSISTANCE PROGRAM ADDRESS DIRECTORY (MAPAD). An automated 

database of addresses maintained for each country or international organization.

MILITARY ASSISTANCE SERVICE-FUNDED PROGRAM. Programs which, by their nature, 

are security assistance, except that the funding source is a DoD appropriation.

MILITARY STANDARD BILLING SYSTEM (MILSBILLS). A broad base of logistics 

transactions and procedures designed to meet DoD requirements to establish standard 

codes, forms, formats, (both DLMS and legacy 80 record position) and procedures for billing, 

and related adjustments and collections for sales of materiel and related services for logistics 

support. It prescribes uniform procedures and time standards for the interchange of logistics 

information relating to logistics bills. The procedures govern the interchange of information 

for all logistics related financial management of the Department of Defense and participating 

external organizations unless specifically exempted by the Assistant Secretary of Defense for 

Logistics and Materiel Readiness (ASD(L&MR)). 

Military Standard Transaction Reporting and Accountability Procedures (MILSTRAP). 

A broad base of logistics transactions and procedures designed to meet DoD requirements to 

establish standard codes, formats (both DLMS and legacy 80 record position), and 

procedures for inventory accountability and reporting processes. MILSTRAP prescribes 

uniform procedures for recording inventory management data passed between elements of a 

single Service or Agency distribution system or between the various distribution systems of 

the Department of Defense. The procedures govern the interchange of logistics information, 

and related financial management information, for materiel in the supply control/distribution 

systems of the Department of Defense and participating external organizations, unless 

specifically exempted by the Assistant Secretary of Defense for Logistics and Materiel 

Readiness (ASD(L&MR)). The financial management aspects of MILSTRAP pertain only to 
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financial data produced as a by-product of receipt, issue, and inventory adjustment 

processing.

MILITARY STANDARD REQUISITIONING AND ISSUE PROCEDURES (MILSTRIP). A 

broad base of logistics transactions and procedures designed to meet DoD requirements to 

establish standard data elements, codes, forms, transaction formats (both legacy 80 record 

position and DLMS) and procedures to requisition, release/issue, and dispose of materiel and 

prepare related documents. It prescribes uniform procedures and time standards for the 

interchange of logistics information relating to requisitioning, supply advice, supply status, 

cancellation, materiel release/issue, lateral redistribution, materiel return processes, materiel 

obligation validation, contractor access to government sources of supply, and selected 

security assistance processes. The provisions apply to the Office of the Secretary of 

Defense, the Military Departments, the Joint Staff, the Combatant Commands, and Defense 

Agencies. It also applies, by agreement, to external organizations conducting logistics 

business operations with DoD including (a) non-Government organizations, both commercial 

and nonprofit; (b) Agencies of the U.S. Government other than DoD; (c) foreign national 

governments; and (d) international government organizations. 

MISDIRECTED MATERIEL. Materiel which is improperly addressed and/or shipped to the 

wrong destination.

MISIDENTIFIED ITEM. An item for which the label on the container is different than the item 

in the container, or tag attached to the item. See also, WRONG ITEM.

MUTILATION. The act of making materiel unfit for its intended purpose by cutting, tearing, 

scratching, crushing, breaking, punching, shearing, burning, neutralizing, etc.

NATIONAL ITEM IDENTIFICATION NUMBER (NIIN). The last 9-digits of the national stock 

number (NSN). NIIN consists of a 2-digit National Codification Bureau number designating 

the central cataloging office (whether North Atlantic Treaty Organization or other friendly 

country) that assigned the number and a 7-digit (xxx-xxxx) nonsignificant number.

NONINTERFUND BILL. A bill that requires payment by a method other than the interfund 

billing system; (e.g., check payment). An example of this bill is one prepared on an SF 1080, 

Voucher For Transfers Between Appropriations and/or Funds.

NONTRACEABLE SHIPMENT. A shipment by a mode or method wherein an audit trail 

between the various shipping elements and the consignee is not available or signed delivery 

receipts are not required from the consignee. The shipping transportation office normally 

makes the nontraceability determination.

NOT MISSION CAPABLE SUPPLY (NMCS). Materiel condition indicating that systems and 

equipment are not capable of performing any of their assigned missions because of 

maintenance work stoppage due to supply shortage. (See Joint Publication 1-02.)

NOTICE OF AVAILABILITY (NOA). The method by which the U.S. shipping installation will 

provide advance notification to the designated FMS country representative (CR) or freight 
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forwarder (FF) that the materiel is ready for shipment and, where appropriate, that the 

shipment requires an export release under the provisions of AR 55-355, et al.

OFFER OF MATERIEL REPORT (OMR). A report under the Defense Logistics Management 

Standards (DLMS) that allows inventory control points and integrated materiel managers to 

use a DLMS transaction to provide disposition instructions or to inquire or respond as to the 

status of materiel reported as excess or available for redistribution under the DLMS materiel 

returns program.

OFFER OR RELEASE OPTIONS. Methods by which countries participating in the FMS 

program advise supply sources whether materiel shipments should be released without prior 

notice to the CR or FF. The type of offer or release option will be determined as a result of 

negotiations between the CRs and the U.S. Military Service at the time the case agreement is 

reached.

OFFER/RELEASE OPTION CODES. Methods by which countries participating in the FMS 

program, advise sources of supply by coded entry on requisitions whether or not prior notice 

to the CRs or FFs is required before release of materiel shipments. The type of offer/release 

option will be determined as a result of negotiations between the CR and the Service at the 

time the case agreement is reached and will prescribe actions required in regard to 

shipments against the case except when the shipping activity determines a need for added 

protection and/or controls (DoD 5105.38-M. “Security Assistance Management Manual 

(SAMM)”).

ORGANIC MAINTENANCE. Maintenance performed by a military department under military 

control, utilizing Government-owned or controlled facilities, tools, test equipment, spares, 

repair parts and military or civilian personnel. Depot maintenance support by one Service for 

another is considered organic within the Department of Defense. (Source: OPNAVINST 

4790.14A, et.al.).

OVERAGE. Item overage is when the quantity received is greater than that ordered or 

shown on shipping document. This type of overage is not evident on delivery but is 

discovered when the article is opened and the contents are checked. Transportation 

overages reportable under DTR 4500.9-R, are overages of boxes, packages, or freight 

(packaged or loose) found to be in excess of the quantity or articles recorded on the bill of 

lading or transportation document covering the shipment. NOTE: Overage on 

SEAVAN/container that is source-loaded and moved under a shipper's load and count, and 

arrives at destination with original seal (s) intact, is a supply discrepancy.

OWNER. The activity holding title to the tangible personal property.

PACKAGING. A generic term that includes the processes of preserving, packing, marking, 

and unitization as defined below:

MARKING. Application of numbers, letters, labels, tags, symbols, or colors for 

handling or identification during shipment and storage.
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PACKING. Assembly of items into a unit, intermediate, or exterior pack with 

necessary blocking, bracing, cushioning, weatherproofing, reinforcing, and marking.

PRESERVATION. Application of protective measures to prevent deterioration; 

includes cleaning, drying, preservation materiels, barrier materiels, cushioning, and container, 

when necessary.

UNITIZATION. Assembly of packs of one or more line items of supply into a single 

load in such a manner that the load can be handled as a unit through the distribution system. 

Unitization (unitized loads/unit loads) encompasses consolidation in a container, placement 

on a pallet or load base, or securely binding together.

PACKAGING CONTROL POINT. An activity designated by a Military Service which monitors 

packaging discrepancies.

PACKAGING DISCREPANCY. Any unsatisfactory condition due to improper or inadequate 

packaging (including marking, packing, preservation, or unitization) and which causes the 

item, shipment, or package to be vulnerable to loss, delay, or damage, or unnecessary 

expense to the U.S. Government, as in excessive packaging.

PACKING, HANDLING, AND CRATING COSTS. Costs incurred for labor, materiel, or 

services in preparing materiel for shipment from or between storage and distribution points.

PARTIAL SHIPMENT UNIT. A shipment unit separated at the origin shipping activity into 

two or more increments with each increment identified and documented separately. 

PAYBACK. When the Single Manager for Conventional Ammunition issues materiel from a 

location where the requesting service owns no materiel, the owning service is compensated

for its loss of materiel by a like item and quantity at a location where the requesting service 

owns some materiel. The payback of the materiel is accomplished by ownership gain/loss 

transactions.

PERSONAL PROPERTY. Property of any kind or any interest therein, except real property. 

Tangible personal property includes military equipment, plant equipment, other equipment 

(general property, plant and equipment), reparables and consumables. For the purpose of 

this issuance, personal property discrepancies identify personal property as household 

goods, unaccompanied baggage (personal effects), house trailers (mobile homes), 

houseboats, railcars, and privately owned vehicles. (reporting applicable to packaging 

discrepancies only not applicable to security assistance (See Joint Travel Regulation, 

Volume 1).

PHYSICAL INVENTORY CUTOFF DATE. A date established for striking the property 

accountability record balance. This date serves as the reference point for considering the 

relationship between pre inventory/post inventory transactions and the physical count 

quantity to determine if the count is in agreement with the inventory record balance.

PHYSICAL INVENTORY INFLOAT CONTROL DATE. Established for initiating controls on

all in-process transactions and materiels that could affect the outcome of the inventory.
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PLANT EQUIPMENT. Personal property of a capital nature, consisting of equipment, 

furniture, vehicles, machine tools, test equipment, and accessory and auxiliary items, but 

excluding special tooling and special test equipment, used or capable of use in the 

manufacture of supplies or for any administrative or general plant purpose.

PORT OF DEBARKATION (POD). The geographic point at which cargo or personnel are 

discharged. This may be a seaport or aerial port of debarkation; for unit requirements; it may 

or may not coincide with the destination. (See Joint Publication 1-02.)

PORT OF EMBARKATION (POE). The geographical point in a routing scheme from which 

cargo or personnel depart. This may be a seaport or aerial port from which personnel and 

equipment flow to a port of debarkation; for unit and non-unit requirements, it may or may not 

coincide with the origin. (See Joint Publication 1-02.)

POSITIONING COSTS. Costs incurred in prepositioning items in the supply distribution 

system of a Military Department at locations OCONUS in anticipation of support to other 

authorized customers.

POST INVENTORY TRANSACTION. Any transaction, causing an increase or decrease to 

the property accountability record balance, dated after the established physical inventory 

cutoff date.

POST-POST TRANSACTION. The posting of a transaction to add to or subtract from the 

accountable stock record balance subsequent to physical issue or storage of a stocked item.

PREINVENTORY PLANNING. Pre inventory planning is conducted prior to the physical 

inventory cutoff date to reduce the potential for inventory inaccuracies through: (1) Actions to 

ensure location integrity by resolving such situations as unbinned/loose materiel; 

questionable identity of materiel in location; and multiple conditions, shelf-life (including date 

of pack/date of expiration), and/or materiel lots stored in a single location; and (2) document 

cleanup to ensure to the extent possible that adjustments and transaction reversals are 

posted to the record, in-process receipts are stored in location, and related transactions are 

transmitted to the IMM prior to the established physical inventory cutoff date.

PREINVENTORY TRANSACTION. Any transaction, causing an increase or decrease to the 

property accountability record balance, dated prior to the established physical inventory cutoff 

date.

PREPOST TRANSACTION. The posting of a transaction to add to or subtract from the 

accountable stock record prior to physical issue or storage of a stocked item.

PRE-POSITIONED WAR RESERVE (PWR). That portion of the war reserve materiel 

requirement that the current Secretary of Defense guidance dictates be reserved and 

positioned at or near the point of planned use or issue to the user prior to hostilities, to reduce 

reaction time, and to assure timely support of a specific force or project until replenishment 

can be effected. (See Joint Publication 1-02.)
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PRINCIPAL (DMISA). The Military Service(s) or other Federal Department or Agency(s) 

[owner(s)] receiving depot maintenance support from the Agent. (Source: OPNAVINST 

4790.14A. et.al)

PRINCIPAL ITEMS. An end item or a replacement assembly of such importance to 

operational readiness that management techniques require centralized individual item 

management throughout the supply system to include items stocked at depot level, base 

level, and using item level. (See DoD 4140.1-R.)

PRIORITY DESIGNATOR (PD). A 2-position numeric code (01 – 15) that identifies the 

relative priority of the competing requisitions. As an integral of the UMMIPS, it is used by the 

materiel management systems to allocate available stocks among competing requisitions and 

is based on the combination of the F/AD assigned to the requisitioning activity and the 

urgency of need as prescribed in Volume 2, Supply. (See DoD 4140.1-R.) 

PROCESS REVIEW COMMITTEE (PRC). A component body that processes and 

recommends the disposition of Defense Logistics Management Standards change requests. 

See Chapter 1 for further information.

PROCUREMENT INSTRUMENT IDENTIFICATION NUMBER (PIIN). Identifies contractual 

documents. (See DFARS subparagraph 204.70.)

PRODUCT QUALITY (ITEM) DEFICIENCY. A defect or nonconforming condition which 

limits or prohibits the product from fulfilling its intended purpose. Included are deficiencies in 

design, specification, material, manufacturing, and workmanship.

PROGRESS PAYMENT. Amounts paid for goods or service, not yet delivered, to finance 

that portion on which performance has been completed.

PROOF OF DELIVERY. A legible data and signature of the designated receiver listed on the 

delivery manifest, certifying the item was received. Proof of delivery must also reflect the 

number of cases/containers received to agree with the number shown on supply 

documentation and actual weight received within weight-range variation. The proof of 

delivery establishes transfer of custody and liability to the receiver (Defense Transportation 

Regulation definition). In the case of nonreceipt of SDRs, the DoD ICP/IMM/shipping depot 

and the General Services Administration are required only to provide evidence of shipment.

PROPERTY ACCOUNTABILITY. The assignment of duties and responsibilities to an 

individual or organization that mandates jurisdiction, security, and answerability over public 

property. (See DoD 4140.1-R.)

PROPERTY ACCOUNTABILITY RECORD. The official record of tangible personal property, 

including inventory, owned by the Department of Defense that is maintained to identify the 

quantities of items on-hand, unit prices, locations, physical condition, receipt and issue 

records, authorized stock numbers, item descriptions, and other such information necessary 

to properly account for materiel and exercise other inventory management responsibilities. 

(See DoD 4140.1-R.)
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PROPERTY RECORD. A formal record of property and property transactions in terms of 

quantity and/or cost, generally by item. An official record of Government property required to 

be maintained. Also called property account. (See Joint Publication 1-02.)

PROVISIONING ORDER. A written notification to a contractor to deliver spare repair parts 

against a line item already contained in a contractual instrument. (Both delivery date and 

prices may be estimated on the order subject to later definitized on a supplemental 

agreement.)

PURCHASING OFFICE (PO). The office that awards or executes a contract for supplies or 

services.

QUALIFIER. A data element that identifies or defines a related element, set of elements, or 

a segment. The qualifier contains a code taken from a list of approved codes.

RADIO FREQUENCY IDENTIFICATION. RFID systems consist of an antenna, a transceiver 

with a decoder, and a transponder, typically called an RFID tag. Depending on the type of tag 

used, the RFID tag may contain a simple “license plate” uniquely identifying the specific tag, 

or it may be programmed with application-specific information. The antenna acts as a link 

between the tag and the transceiver. Often, the antenna is packaged with the transceiver and 

decoder to become a reader, also known as an interrogator. Interrogators can be handheld or 

fixed-mount devices. The reader decodes the data and passes that information to a 

computer for processing. The information can be used for a wide variety of inventory 

management or other identification applications through a central database.

Passive RFID tags have no on-board battery and they provide short communication 

ranges (1-5 meters). These tags have a low data bandwidth and cannot initiate 

communications, they must be read.

Semi-passive RFID tags have an internal power source for tag circuitry which allows 

the tag to complete functions such as monitoring of environmental conditions and which may 

extend the tag signal range.

Active RFID tags allow extremely low-level RF signals to be received by the tag and 

the tag (powered by its internal source) can respond by generating a high-level signal back to 

the reader/interrogator. Active RFID tags can hold large amounts of data, are continuously 

powered, and are normally used when a longer tag read distance is desired.

RECLAMATION ACTIVITY. An activity that performs the process of reclaiming required 

serviceable and economically repairable components and materiel from excess or surplus 

property for return to the proper supply activity.

RECONCILIATION, PHYSICAL INVENTORY. To obtain agreement between the physical 

count and record balance by attempting to account for all transactions representing infloat 

documents.

RECONCILIATION, SMALL ARMS, & LIGHT WEAPONS. The process of matching records 

between the activity(s) having physical custody and/or accountably of small arms and light 
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weapons and the Component Registry for the purpose of ensuring that the records are in 

agreement and/or adjusting the difference between the records so that the records agree.

RELEASE. A title given to annual updates of standards.

REPAIR AND RETURN. Consignment, without change in ownership, of reparable materiel 

from an owning activity to a Government, commercial, or industrial maintenance activity for 

repair and shipment directly back to the owning activity. The owning activity is responsible 

for negotiating maintenance agreements and preparation of applicable turn-in documents. 

The activity having custody of the materiel is responsible for maintaining the property 

accountability record (materiel accountability) prior to an assets induction into maintenance 

and following its return from maintenance.

REPORT OF DISCREPANCY. See Supply Discrepancy Report (SDR).

REPORTING ACTIVITY. Within the context of MRA, the reporting activity for U.S. Forces is 

the activity identified by the ship-to DoDAAC designated in the requisition. The reporting 

activity is normally the requiring activity or unit that receives the materiel and posts it to a 

record such as a retail stock record, stock record amount property account, etc. For security 

assistance shipments, the responsible Military Service ILCO will serve as the reporting 

activity. Within the context of MRP, the reporting activity is a Service or Agency organization 

that has reported materiel to an ICP/IMM.

REQUIRED AVAILABILITY DATE (RAD). A date specifying when end items and concurrent 

spare parts are committed to be available for transportation to a Foreign Military Sales, Grant 

Aid, or Security Assistant Program recipient.

REQUIRED DELIVERY DATE (RDD). A date specifying when materiel is actually required to 

be delivered to the requisitioner and is always earlier or later than the computed standard 

delivery date. A required delivery date cannot exactly equal a computed standard delivery 

date.

REQUIRED DELIVERY PERIOD (RDP). A period of time specifying the earliest and the 

latest acceptable date materiel can be delivered. (Applies to conventional ammunition 

requisitions only.)

REQUISITION. An order for materiel initiated by an established, authorized organization 

(i.e., a DoD or non-DoD organization that has been assigned a DoD Activity Address Code) 

that is transmitted either electronically, by mail, or telephoned to a supply source within the 

Department of Defense or external to the Department of Defense (the General Services 

Administration (GSA), the Federal Aviation Administration (FAA), or other organizations 

assigned management responsibility for categories of materiel), according to procedures 

specified in Volume 2, Supply.

RESEARCH, PHYSICAL INVENTORY. An investigation of potential or actual discrepancies 

between physical count and recorded balances. The purpose of research is to determine the 

correct balance and determine the cause of discrepancies. There are three types of 

research:
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CAUSATIVE RESEARCH. An investigation of discrepancies; i.e., gains and losses, 

consisting of, as a minimum, a complete review of all transactions to include supporting 

documentation, catalog change actions, shipment discrepancies, and unposted or rejected 

documentation occurring since the last completed inventory. The purpose of causative 

research is to identify, analyze, and evaluate the cause of inventory discrepancies with the 

intention of eliminating repetitive errors. Causative research ends when the cause of the 

discrepancy has been discovered or when, after review of the transactions, no conclusive 

findings are possible.

POSTCOUNT VALIDATION. A comparison of physical count with recorded balances 

or another count, with consideration of transactions that have recently occurred. The 

purpose of postcount validation is to determine the validity of the count. postcount validation 

research ends when the accuracy of the count has been verified or when any necessary 

recounts have been taken.

PREADJUSTMENT RESEARCH. A review of potential discrepancies that involves 

consideration of recent transactions and verification of catalog data. The purpose of 

preadjustment research is to determine the correct balance. Preadjustment research ends 

when the balance has been verified or the adjustment quantity determined.

RESPONSIBLE ACTIVITY. Any activity required to take action as a result of a Supply 

Discrepancy Report (SDR); (e.g., ICP, contract administration office, packaging control point, 

or a shipping activity of shipments from an RDO).

RETAIL STOCK. Stock held in the custody or on the record of a supply organization below 

the wholesale level. (See DoD 4140.1-R.)

RETROGRADE CARGO. A movement of materiel opposite of the normal flow, e.g., cargo 

returned from OCONUS to CONUS.

SCRAP. Materiel that has no value except for its basic materiel content.

SEAPORT OF DEBARKATION (SPOD). An authorized point of arrival from a foreign 

country or the United States located at a seaport. It is identified by a three-position water port 

identifier code (Reference DTR 4500.9-R.

SEAPORT OF EMBARKATION (SPOE). An authorized point of departure from a foreign 

country or the United States located at a seaport. It is identified by a three-position water port 

identifier code (Reference DTR 4500.9-R.

SECURITY ASSISTANCE ORGANIZATION (SAO). All Department of Defense elements 

located in a foreign country with assigned responsibilities for carrying out security assistance 

management functions. It includes military assistance advisory groups, military missions and 

groups, offices of defense and military cooperation, liaison groups, and defense attaché 

personnel designated to perform security assistance functions.

SECURITY COOPERATION CUSTOMER CODES. A two-digit code used by Defense 

Security Cooperation Agency to represent the country, international organization, region, or 
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program authority associated with transactions recorded in Security Cooperation systems 

and associated programs implemented in the Foreign Military Sales. The codes are used to 

identify the country, international organization, or account which is (1) the recipient of 

materiel or services sold, leased, loaned, transferred, exchanged, or furnished through FMS 

programs and (2) the recipient of materiel or services furnished under FMS and Grant Aid.

SEGMENT. Consists of logically related data elements in a defined sequence. A data 

segment consists of a segment identifier, one or more data elements each preceded by an 

element separator, and ends with a segment terminator. (See Volume 1, Chapter 7, for 

additional descriptive information.)

SHELF-LIFE. The length of time during which an item of supply, subject to deterioration or 

having a limited life which cannot be renewed, is considered serviceable while stored. (See 

Joint Publication 1-02.)

SHELF-LIFE ITEM. An item of supply possessing deteriorative or unstable characteristics to 

the degree that a storage time period must be assigned to assure that it will perform 

satisfactorily in service.

SHIP-TO/MARK-FOR CODE. A one-position alphabetic or numeric code that identifies the 

mark-for address of the activity to receive the materiel. This code will also identify the ship-to 

address for materiel/documentation for shipment moving through the Defense Transportation 

System (DTS).

SHIPMENT. Movement of materiel from point of origin to destination by any mode.

SHIPMENT STATUS. Informs activities of the actual shipping dates (such as the date 

released to the carrier), the release criteria for shipments, or shipment delay notifications. 

Also provides for an interface with transportation and for shipment tracing by activities under 

DTR 4500.9-R.

SHIPMENT UNIT. One or more items assembled into one unit that becomes the basic entity 

for control throughout the transportation cycle.

SHIPPER. Any organization, service, or agency (including the contract administration or 

purchasing office for vendors) that originates/delivers materiel to a carrier for movement. The 

shipper may be a Military organization or activity, other Government agency, or a 

manufacturer or vendor. The functions performed include planning, assembling, 

consolidating, documenting, and arranging for movement of materiel.

SHIPPING ACTIVITY. A Service/Agency activity that originates shipments and plans, 

assembles, consolidates, documents, and arranges for movement of materiel.

SHIPPING (ITEM) DISCREPANCY. Any variation in quantity or condition of materiel 

received from that shown on the covering authorized shipping documents, e.g., DD Form 

1348-1A, Issue Release/Receipt Document, or purchase order. Shipping discrepancies 

include incorrect and misdirected materiel, receipt of canceled requirements, improper, 
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inadequate technical or supply documentation, or other discrepancies as enumerated in , 

Volume 2, Supply, and not the result of a transportation error or product quality deficiency.

SHORTAGE. Item shortage is when the quantity received is less than the quantity ordered 

or shown on the shipping document. The shortage is not evident on delivery but is 

discovered when the container is opened and the contents are checked. Transportation 

shortages reportable under DLAR 4500.15, are shortages of boxes, packages, or loose 

articles of freight in a SEAVAN/Military Van (MILVAN), roll on/roll off, or a Container Express 

(CONEX) found to be less than the quantity of freight as recorded on the applicable bill of 

lading. NOTE: Shortage on SEAVAN/container that is source loaded and moves under 

shipper's load and count, and arrives at destination with original seal(s) intact, is considered a 

supply discrepancy.

SHRINKAGE. A reduction in size, weight, or substance.

SINGLE MANAGER FOR CONVENTIONAL AMMUNITION (SMCA). The responsibility 

assigned to the Secretary of the Army by the Secretary of Defense for the procurement, 

production, supply, and maintenance/renovation of conventional ammunition within the 

Department of Defense. Specific responsibilities, functions, authority, and relationships are 

contained in DoDD 5160.65, “Single Manager for Conventional Ammunition,” August 1, 2008

SMALL ARMS AND LIGHT WEAPONS. For the purpose of DoD small arms and light 

weapons reporting, small arms and light weapons are defined as man-portable weapons 

made or modified to military specifications for use as lethal instruments of war that expel a 

shot, bullet or projectile by action of an explosive. Small Arms are broadly categorized as 

those weapons intended for use by individual members of armed or security forces. They 

include handguns; rifles and carbines; sub-machine guns; and light machine guns. Light 

weapons are broadly categorized as those weapons designed for use by two or three 

members of armed or security forces serving as a crew, although some may be used by a 

single person. They include heavy machine guns; hand-held under-barrel and mounted 

grenade launchers; portable anti-aircraft guns; portable anti-tank guns; recoilless rifles; manportable launchers of missile and rocket systems; and mortars.”

SMALL ARM AND LIGHT WEAPONS SERIAL NUMBER. The total series of characters 

appearing on the firing component part of small arms or light weapons.

SMALL ARMS AND LIGHT WEAPONS TRANSACTION REPORTING. Reporting of 

individual transactions affecting the small arms and light weapons serial numbers' status 

within any Component registry.

SOURCE OF SUPPLY. Any Federal Government organization exercising control of materiel 

and to which requisitions are directed. (See DoD 4140.1-R.)

SPECIAL PROGRAM REQUIREMENT (SPR). Automated procedure to forecast select 

future nonrepetitive requirements that cannot be forecast by the ICP based on demand data 

and which have the greatest probability of resulting in the eventual submission of requisitions.
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SPLIT SHIPMENT UNIT. A whole or partial shipment unit separated at a transshipment point 

into two or more increments with each increment identified and documented separately.

STANDARD DELIVERY DATE (SDD). A date computed by adding the individual Uniform 

Materiel Movement and Issue Priority System (UMMIPS) time standards to the requisition 

date.

STANDARDS. The technical documentation approved for use in the DLMS; specifically, 

transaction sets, segments, data elements, and code sets. Standards provide the framework 

for structuring each DLMS transaction.

STATUS RECIPIENT. Includes, but not limited to, requisitioners, International Logistics 

Control Offices/monitoring activities (Security Assistance and Foreign Military Sales (FMS)), 

designated MAPAD TAC 4 country designees (FMS), and MAPAD TAC 3 country/in-country 

security assistance activities status designees (Graint Aid customers).

STOCK READINESS. A DoD program involving the tasks needed to assure that the proper 

condition of materiel in storage is known and reported, that the condition is properly recorded, 

and that the materiel is properly provided with adequate packaging protection to prevent any 

degradation to lower condition codes. Stock Readiness concerns itself with the in-storage 

inspection, minor repair, testing, exercising of materiel, and packaging aspects associated 

with these efforts. Stock Readiness includes the elements of COSIS plus the functions 

related to the receipt, identification, classification, and packaging of materiel during the 

receipt process. Stock Readiness excludes those actions that fall under the area of general 

warehouse care and depot maintenance, including the use of proper storage aids, 

identification of materiel/storage locations, and rewarehousing actions.

STOCK RECORD ACCOUNT. A basic record showing by item the receipt and issuance of 

property, the balances on hand, and such other identifying or stock control data as may be 

required by proper authority.

STORAGE ACTIVITY. The organizational element of a distribution system which is assigned 

responsibility for the physical handling of materiel incident to its check-in and inspection 

(receipt), its keeping and surveillance in a warehouse, shed, tank, or open area (storage), 

and its selection and shipment (issue). (See DoD 4140.1-R.)

STORAGE LOCATION. The physical location within a storage activity where materiel is 

stored.

SUBSISTENCE TYPE OF PACK CODE. Use only in subsistence requisitions to indicate the 

required level of pack to be applied to shipments of perishable and nonperishable 

subsistence materiel.

SUBSTITUTABLE ITEM. An item possessing functional and physical characteristics that 

make it capable of being exchanged for another only under specified conditions or for 

particular applications and without alteration of the items themselves or of adjoining items. 

That term is synonymous with the phrase “one-way interchangeability,” such as item B will be 
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interchanged in all applications for item A, but item A will not be used in all applications 

requiring item B. (See DoD 4140.1-R.).

SUMMARY BILLING RECORD (SBR). A record, used in the interfund billing system, which 

summarizes the values of detail billing records and provides other information needed to 

support transfers of funds between appropriations.

SUPPLY DISCREPANCY. Errors reportable under Volume 2, Supply. For example any 

variation in goods received from data shown on the covering shipping documents (General 

Services Administration or Single Line Item Release/Receipt Document; Issue 

Release/Receipt Document (IRRD); Requisition and Invoice/Shipping Document; authorized 

procurement delivery document or vendor's packing list; or other authorized shipping 

document) which is not the result of a transportation discrepancy or product quality 

deficiency. Supply discrepancies encompass variations in condition or quantity including 

damaged or lost USPS shipments (except lost registered, insured, or certified), item shortage 

or overage, incorrect and misdirected materiel, receipt of canceled requirements, improper or 

inadequate technical data or supply documentation, and any unsatisfactory condition due to 

improper packaging which causes the materiel to be vulnerable to loss, delay, or damage or 

which imposes unnecessary expense to the U.S. Government; e.g., excessive packaging.

SUPPLY DISCREPANCY REPORT (SDR). An electronic transmission or manual form used 

to report a supply discrepancy. Other types of discrepancies may be reported via SDR only 

as specifically authorized under Volume 2, Supply, Chapter 17.

SUPPLY STATUS. Informs activities of action taken or being taken on materiel requisitioned 

but not shipped, shipment consignments instructions, or disposition instructions for materiel 

offered under the materiel returns program (MRP).

SUPPLY SYSTEM RESPONSIBILITY ITEM (SSRI). These items are furnished by the 

supply system when the end item is issued and will be transferred with the end item during 

redistribution or other changes of custody unless otherwise specifically directed by the 

appropriate authority. This term equates to Components of End Item (COEI).

THEFT. The felonious taking and removal of materiel.

TOTAL ITEM PROPERTY RECORD. The record or record set maintained by the IMM that 

identifies the quantity, condition, and value of the items assets for each organizational entity 

having physical custody of these assets. The total item property record includes materiel that 

is due in, in transit, in organic wholesale repair facilities, in a contractor's custody, on loan, on 

hand in wholesale distribution centers, on hand at retail activities, and for reported assets in 

the custody of users. (See DoD 4140.1-R.)

TOTAL NONRECEIPT. Complete nonreceipt of item(s) shipped.

TRANSACTION NUMBER (OR TRANSACTION REFERENCE NUMBER). A unique 

reference number assigned to a transaction for identification throughout the logistics system 

and for the life of the transaction until its retirement is authorized in official audit reports. For 

DLMS transactions, this is the document number.
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TRANSACTION SET (TS). The electronic data interchange (EDI) equivalent of a paper 

business document composed of data elements and data segments.

TRANSPORTATION CONTROL NUMBER (TCN). A 17-position alphanumeric character set 

assigned to control a shipment unit throughout the transportation cycle of the DTS.

TRANSPORTATION COSTS. Costs paid to common carriers or Government activities to 

move materiel within the transportation system.

TRANSPORTATION DISCREPANCY REPORT. A form used to report loss and damage to 

materiel.

TRANSPORTATION PRIORITY (TP). A number assigned to a shipment that establishes its 

movement precedence by air, land, or sea within the DTS.

TRANSSHIPPER. A transportation activity, other than the shipper or receiver, that handles 

or documents the transfer of a shipment between conveyances. A transshipper is usually a 

consolidation and containerization point (CCP), air or sea port of embarkation, air or sea port 

of debarkation, or break-bulk point. A transshipper may perform more than one type 

transshipment.

TYPE I SHELF-LIFE ITEM. An item of supply that is determined through an evaluation of 

technical test data and/or actual experience to be an item with a definite non-extendable 

period of shelf life. (See DoD 4140.27-M.)

TYPE II SHELF-LIFE ITEM. An item of supply having an assigned shelf-life time period that 

may be extended after completion of inspection/test/restorative action. (See DoD 4140.27-

M).

TYPE OF ADDRESS CODE (TAC). A one-position alphabetic or numeric code which 

designates the use of a DoDAAD or MAPAD address.

UNIFORM MATERIEL MOVEMENT AND ISSUE PRIORITY SYSTEM (UMMIPS). A 

structure that establishes time standards, based on the mission and urgency of need of the 

requestor, for the supply of materiel from the date of the requisition to the time that the 

acknowledgment of physical receipt is posted to the requisitioner’s inventory record. (See 

DoD 4140.1-R.)

UNIQUE ITEM IDENTIFIER (UII). An identifier used to uniquely identify an individual asset 

used within DoD. The UII may be derived from a DoD recognized IUID equivalent [e.g., 

Vehicle Identification Number] or a composite structure defined by the DoD [refer to UII 

Construct 1 and UII Construct 2]. Formation of the UII relies upon two primary methods of 

serialization: (1) Serialization within the enterprise and (2) Serialization within the original 

part number of the enterprise. Refer to OSD policy and supporting documentation for specific 

guidance at http://www.acq.osd.mil/dpap/pdi/uid. Refer to the current version of MIL-STD130 for specific guidance on marking of U.S. Military property. The generic term, UII, has 

evolved through usage to mean the concatenated UII as a common database key without 

regard to the UII data set being used.
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UNIQUE ITEM IDENTIFIER (UII) TYPE. A designator that identifies the specific structure 

and syntax of a type of UII. Specific examples of the UII Type are: Vehicle Identification 

Number (VIN), UII Construct I (UII 1), UII Construct 2 (UII 2).

UNIQUE ITEM IDENTIFIER (UII) CONSTRUCT 1. This is a concatenated UII based upon 

serialization within the enterprise. The concatenated UII Construct 1 contains the IAC, EID, 

and serial number.

UNIQUE ITEM IDENTIFIER (UII) CONSTRUCT 2. This is a concatenated UII based upon 

serialization within the part, lot, or batch number within the enterprise. The concatenated UII 

Construct 2 contains the IAC, EID, original part number, lot or batch number, and serial 

number.

UNIQUE ITEM TRACKING (UIT). A program within DoD for tracking selected items to

maintain visibility of each uniquely identified asset for the primary purpose of inventory control 

and/or engineering analysis.

USTRANSCOM REFERENCE DATA MANAGEMENT (TRDM). A utility for managing 

transportation reference tables utilized by various Department of Defense (DoD) systems. It 

distributes the data to systems using a variety of methods according to individual system 

requirements and has an application for entering data.

VALIDATED DISCREPANCY REPORT. A discrepancy report in which the authorized 

processing point has both accepted for processing and confirmed or has a reason to believe 

the discrepancy has occurred. For adjustment purposes, an SDR for non-receipt is 

considered validated when the shipping office determines the non-traceability of the 

shipment.

VERSION. A title given to the updates (every 3 years) of a Defense Logistics Management 

Standard that has officially been approved by ASC X12.

WAR MATERIEL REQUIREMENT. The quantity of an item required to equip and support 

the approved forces specified in the current Secretary of Defense guidance through the 

period prescribed for war materiel planning purposes.

WHOLESALE STOCK. Stock, regardless of funding sources, over which the IMM has asset 

knowledge and exercises unrestricted asset control to meet worldwide inventory 

management responsibilities. (See DoD 4140.1-R.)

WIDE AREA WORK FLOW - RECEIPT and ACCEPTANCE (WAWF-RA). WAWF-RA is the 

designed program to automate Commercial Invoices and Government Receiving Reports in a 

web-based, paperless environment. WAWF-RA electronically captures and coordinates the 

four basic pieces of the payment process. WAWA-RA users input their invoices and 

receiving reports by transition or via the Internet. These are compared to contracts stored in 

the Defense Finance Accounting System (DFAS) - Electronic Document Access (EDA) 

system. Once the invoice and receiving reports are approved and processed, payment 

transactions are initiated via Electronic File Protocol (EFT) to the contractor’s bank account.
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WOOD PACKAGING MATERIEL (WPM). Wood or wood products (excluding paper 

products) used in supporting, protecting, or carrying a commodity (includes dunnage). 

Examples of WPM include but are not limited to pallets, skids, pallet collars, containers, 

crates, boxes, cases, bins, reels, drums, load boards, and dunnage. Wood packaging made 

of exempt materiels but combined with solid wood components must still be treated and 

marked. WPM does not include processed wood materiels and manufactured wood 

products.

WRONG ITEM. Any incorrect or misidentified item or unacceptable substitute item received 

requiring submission of a discrepancy report. See also, MISIDENTIFIED ITEM and 

INCORRECT ITEM.
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AP3. APPENDIX 3

ACRONYMS AND ABBREVIATIONS

ACRONYM OR

ABBREVIATION

DEFINITION

AAC Activity Address Code

ACRN Accounting Classification Reference Number

ADC Approved DLMS Change

ADP Automatic Data Processing

AF Air Force

AFAO Approved Force Acquisition Objective

AFJMAN Air Force Joint Manual

AFR Air Force Regulation

AIN Assemblage Identification Number

AIS Automated Information System

AIT Automatic Identification Technology

ALIN Agreement Line Item Number

AMC Air Mobility Command 

AMC Army Materiel Command

AMMA Army Medical Materiel Agreement

AMCL Approved MILS Change Letter (i.e. MILSTRIP, MILSTRAP, 

MILSBILLS)

ANMCS Anticipated Not-Mission-Capable Supply

ANSI American National Standards Institute

ANSI ASC X12 American National Standards Institute Accredited Standards 

Committee X12

AP Abandoned Property

APO Army or Air Force Post Office

APOD Aerial Port of Debarkation

APOE Aerial Port of Embarkation

AR Army Regulation 

AR Acceptance Report

ARI Advanced Receipt Information

ASAM Aviation Safety Action Message

ASC Accredited Standards Committee
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ACRONYM OR

ABBREVIATION

DEFINITION

ASD(L&MR) Assistant Secretary of Defense (Logistics & Materiel Readiness)

ASN Advance Shipping Notice

ATTN Attention

BAC Billing Account Code

BDN Build Directive Number

BII Basic Issue Item 

BL Bill of Lading

BOM Bill of Materiel

BRAC Base Realignment and Closure

CA Certificate Availability

CAC Common Access Card

CAGE Contractor and Government Entity

CAM Chemical Agent Monitor

CAO Central Accounts Office(s) 

CAO Contract Administration Office

CAP Civil Air Patrol 

CAP Contractor Acquired Property

CAS Contract Administration Service

CBL Commercial Bill of Lading

CCI Controlled Cryptographic Items

CCP Consolidation and Containerization Point

CCR Central Contractor Registration

CCSA Change Control Status Accounting

CCSS Commodity Control Supply System

CCYYMMDD Century Century Year Year Month Month Day Day

CD-ROM Compact Disk-Read-Only Memory

CJCS Chairman of the Joint Chiefs of Staff

CFL Computers for Learning

CFM Contractor Furnished Materiel

CFR Code of Federal Regulations

CIIC Controlled Inventory Item Code

CIM Critical Item Management
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ACRONYM OR

ABBREVIATION

DEFINITION

CLIN Contract Line Item Number

CLSSA Cooperative Logistics Supply Support Arrangement

CMOS Cargo Movement Operations System

CO Contracting Officer

COG Cognizance Code (Navy)

COMSEC Communications Security

COMMRI Communication Routing Identifier

CONEX Container Express

CONUS Continental United States

COSIS Care of Supplies in Storage

COTS Commercial-Off-The-Shelf

CR Country Representative (FMS)

CR/FF Country Representative/Freight Forwarder

CRII Customer Return Improvement Initiative

CSI Critical Safety Item

CSP Central Service Point

DAAS Defense Automatic Addressing System

DASD(SCI) Deputy Assistant Secretary of Defense (Supply Chain Integration)

DBR Detail Billing Record

DCMA Defense Contract Management Agency

DCN Disposal Consolidation Number

DD Department of Defense (i.e., DD Form) 

DD Distribution Depot

DDE Demand Data Exchange

DDN Defense Data Network

DEPMEDS DoD Deployable Medical Systems

DESEX Defense Supply Expert System

DFARS Defense Federal Acquisition Regulation Supplement

DFAS Defense Finance and Accounting Service

DFAS-CO Defense Finance and Accounting Service, Columbus

DFAS-IN Defense Finance and Accounting Service, Indianapolis Center

DFSP Defense Fuel Support Point

DI DEMIL Instructions
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ACRONYM OR

ABBREVIATION

DEFINITION

DIC Document Identifier Code

DII Defense Information Infrastructure

DISA Data Interchange Standards Association 

DISA Defense Information Systems Agency

DISN Defense Information Systems Network

DLA Defense Logistics Agency

DLAI Defense Logistics Agency Instruction

DLAR Defense Logistics Agency Regulation

DLM Defense Logistics Manual

DLMS Defense Logistics Management Standards

DLR Depot Level Repairable

DLSS Defense Logistics Standard Systems

DM Data Maintenance

DMISA Depot Maintenance Inter-Service Support Agreement

DMLSS Defense Medical Logistics Standard Support

DNA Defense Nuclear Agency

DoD Department of Defense

DoDAAC Department of Defense Activity Address Code

DoDAAD Department of Defense Activity Address Directory

DoDD Department of Defense Directive

DoE Department of Energy

DPAP Defense Procurement and Acquisition Policy

DPM Direct Procurement Method

DRC Disposal Release Confirmation

DRO Disposal Release Order

DSAMS Defense Security Assistance Management System

DSS Distribution Standard System

DTC Delivery Term Code

DTEB Defense Transportation Electronic Business

DTID Disposal Turn-In Document

DTR Defense Transportation Regulation

DTRA Defense Threat Reduction Agency

DTS Defense Transportation System

DUNS Data Universal Numbering System
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ACRONYM OR

ABBREVIATION

DEFINITION

DVD Direct Vendor Delivery

DWCF Defense Working Capital Fund 

EAC Edit Action Code

EB Electronic Business

EBS Enterprise Business System

ECSS USAF Expeditionary Combat Support System

EDA Electronic Document Access

EDD Estimated Delivery Date

EDI Electronic Data Interchange

EID Enterprise Identifier

ELIN Exhibit Line Item Number 

EMALL Electronic Mall

EP Exchange Pricing

ESD Estimated Shipping Date 

ES/EM Electrostatic/Electromagnetic

ESP Enterprise Service Provider

ETA Electronic Transportation Acquisition

ETA Estimated Time of Arrival

ETD Effective Transfer Date

ETID Electronic Turn In Document

EUC End Use Certification

F/AD Force or Activity Designator

FAA Federal Aviation Administration

FAR Federal Acquisition Regulation

FF Freight Forwarder

FF&V Fresh Fruit and Vegetables

FGS Final Governing Standards

FLIS Federal Logistics Information System

FMR Financial Management Regulation

FMS Foreign Military Sales

FOB Free On Board

FPDW FLIS Portfolio Data Warehouse
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ACRONYM OR

ABBREVIATION

DEFINITION

FPMR Federal Property Management Regulation

FPO Fleet Post Office

FRC Fleet Readiness Centers (Navy)

FSC Federal Supply Classification

FSG Federal Supply Group

FV Funds Verification

GA Grant Aid

GAA General Agency Agreement

GBL Government Bill of Lading

GCSS Global Combat Support System

GEX Global Exchange eBusiness Gateway

GFM Government Furnished Materiel 

GIM Gaining Inventory Manager

GSA General Services Administration

HMIRS Hazardous Materials Information Resource System

I&S Interchangeability and Substitutability

IA Industrial Activity

IAC Issuing Agency Code

IC Implementation Convention

ICAO International Civil Aviation Organization

ICP Inventory Control Point

IDE Integrated Data Environment

IGC Integrated Data Environment and Global Transportation Network 

Convergence 

ILCO International Logistics Control Office

ILP International Logistics Program

ILS-S Integrated Logistics System-Supply

IMM Integrated Materiel Manager

IMET International Military Education and Training

IPE Industrial Plant Equipment

IMSP Inventory Management and Stock Positioning
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ACRONYM OR

ABBREVIATION

DEFINITION

IPG Issue Priority Group

IRRD Issue Release/Receipt Document

IRRIS Intelligent Road/Rail Information Server

ISV In-Storage Visibility

IT Information Technology

ITV In-Transit Visibility

IUID Item Unique Identification

JCS Joint Chiefs of Staff

JSA/LWCG Joint Small Arms /Light Weapons Coordinating Group

LCN Local Control Number

LCN Location Control Number 

LIM Losing Inventory Manager

LMP Army Logistics Modernization Program

LOA Letter of Offer and Acceptance

LOGDRMS Logistics Data Resources Management System

LOTS Logistics On-Line Tracking System

LR Logistics Reassignment

LRO Lateral Redistribution Order

LSN Local Stock Number

M&S Media and Status

MAPAC Military Assistance Program Address Code

MAPAD Military Assistance Program Address Directory

MAT Materiel Access Technology

MCA Management Control Activity 

MCN Management Control Number

MCMC Marine Corps Maintenance Centers

MCO Marine Corps Order

MDA Missile Defense Agency

MDN Manufacturing Directive Number 

MILS Military Standard

MIL-STD Military Standard
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ACRONYM OR

ABBREVIATION

DEFINITION

MILVAN Military Van

MILSBILLS Military Standard Billing System

MILSINQ MILSBILLS Inquiry

MILSTRAP Military Standard Transaction Reporting and Accountability 

Procedures

MILSTRIP Military Standard Requisitioning and Issue Procedures

MIPR Military Interdepartmental Purchase Request

MOA Memorandum of Agreement

MOES DoD EMall Manual Order Entry System

MOES MILSTRIP Order Entry System

MOV Materiel Obligation Validation

MPC Material Processing Center

MRA Materiel Receipt Acknowledgment

MRC Materiel Release Confirmation

MRD Materiel Release Denial

MRO Materiel Release Order

MRP II Manufacturing Resource Planning II

MSC Military Sealift Command

MSCVAN MSC Leased/Controlled SEAVAN or MILVAN

MSDS Material Safety Data Sheet

MSL Military Shipping Label

NAMF NATO Missile Fire Installation

NAMI Non-Army Managed Items

NARA National Archives and Records Administration

NATO North Atlantic Treaty Organization

NAVICP Navy Inventory Control Point

NAVILCO Navy International Logistics Control Office

NAVSUPINST Naval Supply System Command Instruction

NDLR Navy Depot Level Repairable

NIIN National Item Identification Number

NIMS National Inventory Management Strategy

NIMSC Nonconsumable Item Materiel Support Code

NMCS Not-Mission-Capable Supply
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ACRONYM OR

ABBREVIATION

DEFINITION

NO. Number

NOA Notice of Availability

NOAA National Oceanic and Atmospheric Administration

NRC Nuclear Regulatory Commission

NSN National Stock Number

NSN NATO Stock Number

NSY Naval Shipyards

NWRM Nuclear Weapons Related Materiel

OCONUS Outside Continental United States

OMR Offer of Materiel Report

OPTEMPO Operating Tempo

OSD Office of the Secretary of Defense

OUSD(C) Office of the Undersecretary of Defense (Comptroller)

OWMR Other War Materiel Requirement

OWRMR Other War Reserve Materiel Requirement

OWRMRP Other War Reserve Materiel Requirement Protectable

PBL Performance Based Logistics

PC&H Packing, Crating, and Handling

PCH&T Packing, Crating, Handling, and Transportation

PCO Procuring Contract Officer

PD Priority Designator

PDC Proposed DLMS Change

PIC Positive Inventory Control (USAF)

PICA Primary Inventory Control Activity

PICD Physical Inventory Cutoff Dates

PICP Physical Inventory Control Program

PIIN Procurement Instrument Identification Number

PKI Public Key Infrastructure

PM Pipeline Measurement

PMR Prepositioned Materiel Receipt

PO Purchasing Office

POC Point of Contact
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ACRONYM OR

ABBREVIATION

DEFINITION

POD Port of Debarkation

POE Port of Embarkation

POL Petroleum, Oil, and Lubricants

PQDR Product Quality Deficiency Report

PRC Process Review Committee

pRFID Passive Radio Frequency Identification

PRN Procurement/Purchase Request Number

PWR Pre-Positioned War Reserve

PWRMR Pre-Positioned War Reserve Materiel Requirement

PWRMRP Pre-Positioned War Reserve Materiel Requirement Protectable

PWRMS Pre-Positioned War Reserve Materiel Stock

QSL Quality Status Listing

QUP Quantity Unit Pack

RAD Required Availability Date

RATTS Radiation Testing and Tracking System

RBI Reutilization Business Integration

RCN Report Control Number

RCS Reports Control Symbol

RDD Required Delivery Date

RDO Redistribution Order

RDP Required Delivery Period

REPSHIP Report of Shipment

RFID Request for Implementation Date

RHF Requisition History File

RHICS Regional Hazardous Inventory Control System

RIC Routing Identifier Code

RIP Receipt-In-Place

RMDE Reference Master Data Environment

ROP Reorder Point

RORO Roll On/Roll Off

RP Record Position
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ACRONYM OR

ABBREVIATION

DEFINITION

S/A Service/Agency

SA/LW Small Arms/Light Weapons

SAO Security Assistance Organization

SARSS Standard Army Retail Supply System 

SBSS Standard Base Supply System

SCA Stock Control Activity

SCAC Standard Carrier Alpha Code

SCC Supply Condition Code

SDD Standard Delivery Date

SDDC Military Surface Deployment and Distribution Command

SDR Supply Discrepancy Report

SDI Retail Storage and Distribution Interface

SEATO Southeast Asia Treaty Organization

SEAVAN Commercial/Government-Owned/Leased Shipping Container

SECNAVINST Secretary of the Navy Instruction

SF Standard Form

SHAPE Supreme Headquarters, Allied Powers, Europe

SICA Secondary Inventory Control Activity

SII Special Instruction Indicator

SLES Shelf-Life Extension System

SMCA Single Manager for Conventional Ammunition

SOF Safety of Flight

SOS Source of Supply

SOU Safety of Use

SPIIN Supplementary Procurement Instrument Identification Number

SPR Special Program Requirement

SQCR Storage Quality Control Report

SR Stock Readiness

SSA Supply Support Activity

SS&D Supply Storage and Distribution

SSF Single Stock Fund

SUPPADD Supplementary Address

TAC Transportation Account Code 
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ACRONYM OR

ABBREVIATION

DEFINITION

TAC Type Address Code

TAMMS The Army Maintenance Management System

TAV Total Asset Visibility

TCMD Transportation Control and Movement Document

TCN Transportation Control Number

TDR Transportation Discrepancy Report

TEDB The Army Maintenance Management System (TAMMS) Equipment 

Data Base

TEWLS Theater Enterprise-Wide Logistics System

TIN Tax Payer Identification Number

TRDM USTRANSCOM Reference Data Management

TS Transaction Set

TSDC Transportation to Supply Documentation Correlation

TVR Tailored Vendor Relationships

UDF Uniform Data File

U/I Unit of Issue

UIC Unit Identification Code

UID Unique Identification

UII Unique Item Identifier

UIT Unique Item Tracking

UITC Unique Item Tracking Committee

UITDC Unique Item Tracking Designator Code

UMMIPS Uniform Materiel Movement and Issue Priority System

UN United Nations

UND Urgency of Need Designator

UPS United Parcel Service

U.S. United States

USA United States Army

USAF United States Air Force

USAMMA United States Army Medical Materiel Agency

USCG United States Coast Guard

USDAO United States Defense Attaché Office

USMC United States Marine Corps
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ACRONYM OR

ABBREVIATION

DEFINITION

USN United States Navy

USPS United States Postal Service

USTRANSCOM United States Transportation Command

VAN Value Added Network

VIN Vehicle Identification Number

WAWF Wide Area Work Flow

WAWF-RA Wide Area Work Flow - Receipt and Acceptance

WCF Working Capital Funds

WebSDR Web Supply Discrepancy Report

WEBVLIPS Web Visual Logistics Information Processing System

WMR War Materiel Requirement

WP Wash Post

WPM Wood Packaging Materiel

WPOD Water Port of Debarkation

WPOE Water Port of Embarkation

WPP Weapons Production Program

XML eXtensible Markup Language

XSD XML Schema Definition
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AP4. APPENDIX 4

DLSS/DLMS CONVERSION GUIDE

AP4.1. Three sets of conversion guides contain a cross reference of DoD domain codes 

(data item codes) to American National Standards Institute (ANSI) Accredited Standards 

Committee (ASC) X12 domain code values. All three conversion guides must be 

implemented in DoD systems using ANSI ASC X12 transaction formats to convert DoD data 

value established in legacy system to the corresponding ANSI ASC X12 code values. The 

applicable conversion guides are available using the links provided below or from the DLA 

Logistics Management Standards Office Website 

www.dla.mil/j-6/dlmso/eApplications/LogDataAdmin/dlmsansiconverguides.asp:

CODE TITLE

*9 TRANSPORTATION MODE OF SHIPMENT/TRANSPORTATION METHOD/TYPE 

CODE CONVERSION

www.dla.mil/j-6/dlmso/eApplications/LOG.NET/UIL/Log_Qualifiers/lqvqcDetails.aspx?code=*9

*A TYPE OF PACK CONVERSION GUIDE

www.dla.mil/j-6/dlmso/eApplications/LOG.NET/UIL/Log_Qualifiers/lqvqcDetails.aspx?code=*A

UNIT OF MATERIEL MEASURE (UNIT OF ISSUE/PURCHASE UNIT) CONVERSION 

GUIDE (available in three sorts).

*8 DoD Code Sequence:

www.dla.mil/j-6/dlmso/eApplications/LOG.NET/UIL/Log_Qualifiers/lqvqcDetails.aspx?code=*8

**8 ANSI ASC X12 Code Sequence:

www.dla.mil/j-6/dlmso/eApplications/LOG.NET/UIL/Log_Qualifiers/lqvqcDetails.aspx?code=**8

*8* Alphabetic Name Sequence: 

www.dla.mil/j-6/dlmso/eApplications/LOG.NET/UIL/Log_Qualifiers/lqvqcDetails.aspx?code=*8*
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AP5. APPENDIX 5

DLMS TO DLSS CROSS-REFERENCE TABLES

AP5.1. The Defense Logistics Management Standards (DLMS) – Defense Logistics 

Standard System (DLSS) (legacy 80 record position format) cross reference tables provide 

the following information:

AP5.1.1. A cross-reference of each DLSS Document Identifier Code (DIC) (e.g., A01) to 

DLMS Implementation Convention, also known as DLMS Supplement, number (e.g. 511) for 

all DLSS legacy processes in two sequences: DIC sequence; DLMS transaction sequence.

DLSS DIC/DLMS Cross Reference Guide (DIC Sequence)

DLMS/DLSS DIC Cross Reference Guide (DLMS Sequence)

AP5.1.2. A Military Standard Transaction Reporting and Accountability Procedures 

(MILSTRAP) customer assistance aid consisting of correlation tables between MILSTRAP 

legacy DIC series, (e.g. .D4_, D6_, D7_, etc.) and DLMS provides general functional 

equivalency between each MILSTRAP DIC and DLMS Implementation Convention. In 

addition to identification of the DIC/DLMS basic cross-references, actual physical location of 

the applicable transaction type code(s) within each DLMS Implementation Convention and 

clarifying information required for defining a valid correlation are provided: 

Correlation of MILSTRAP DIC Functionality to DLMS Transactions (DIC Sequence)

Correlation of DLMS Transaction to MILSTRAP DIC Functionality (DLMS Sequence)

.
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AP6. APPENDIX 6

DEFENSE LOGISTICS MANAGEMENT STANDARDS CODE 

LISTS/QUALIFIERS

AP6.1. The Defense Logistics Management Standards (DLMS) Implementation Conventions, 

also known as DLMS Supplements, frequently employ a specific combination of data 

segments and data elements to convey encoded information. The DLMS Qualifiers represent 

a combination of DoD logistics functional data elements for which the authoritative source is 

Assistant Secretary of Defense (Logistics & Materiel Readiness) and data elements 

developed and maintained by other functional data administrators; but, are used in the 

DLMS, (e.g., procurement, finance, contract administration and personnel). Many of the 

listed data elements are registered under American National Standards Institute (ANSI) 

Accredited Standards Committee (ASC) X12 Data Element 1270 (Code List Qualifier Code)

and are used in Data Segment LQ identifying the coded entry to its qualifier. The presence of 

an asterisk (*) in the qualifier code indicates either of the following conditions:

 The entry represents a conversion guide required or used in the legacy 80 record 

position Defense Logistics Standard Systems (DLSS)/DLMS translation process.

 The entry shows a secondary sequence of a data code within a qualifier 

(alphabetic/alphanumeric code sequence or clear-text name).

 The entry is a guide for cross-reference of DoD Document Identifier Codes (DIC) to 

DLMS ICs.

 The entry identifies a DoD managed code list (qualifier not in 1270)

AP6.2. DLMS Codes Lists/Qualifiers are available from the DLA Logistics Management 

Standards Office Website:

www.dla.mil/j-6/dlmso/eApplications/LOG.NET/UIL/Log_Qualifiers/LQHome.aspx
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AP7. APPENDIX 7

DEFENSE LOGISTICS MANAGEMENT STANDARDS 

TRANSACTION FORMATS

AP7.1. DEFENSE LOGISTICS MANAGEMENT STANDARDS TRANSACTION FORMAT. 

Defense Logistics Management Standards (DLMS) transaction formats are stored on the 

DLA Logistics Management Standards Office Website

www.dla.mil/j-6/dlmso/eLibrary/TransFormats/140_997.asp.

AP7.2. DEFENSE LOGISTICS STANDARD SYSTEM FORMATS. The DLA Logistics 

Management Standards Office Website contains a link to the legacy 80 record position 

Defense Logistics Standard System (DLSS) transactions associated with each DLMS 

transaction listed. www.dla.mil/j-6/dlmso/eLibrary/TransFormats/140_997.asp.

AP7.2. DEFENSE LOGISTICS MANAGEMENT STANDARDS TRANSACTION USAGE. 

DLMS Implementation Conventions, also known as DLMS Supplements, address how the 

standards are implemented. One transaction set may be used in several different functional 

areas or repeatedly within the same functional area. Each separate interpretation of the 

standards according to a specific usage is called an application. See Volume 1, Chapter 7, 

Standards and Conventions, for more information on DLMS transactions.
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AP8. APPENDIX 8

TRANSACTION SET 997 IMPLEMENTATION 

CONVENTION – FUNCTIONAL ACKNOWLEDGEMENT

AP8.1. This implementation convention (IC) contains the format and establishes the data 

contents of the functional acknowledgement transaction set (997) for use within the EDI 

environment. This IC is used to acknowledge receipt and acceptance or rejection of a 

functional group and the transaction sets (ICs) contained therein based upon EDI translation 

software syntax edits. This IC does not cover the semantic meaning of the information 

encoded in the ICs. This IC is available on the DLA Logistics Management Standards Office 

Website:

www.dla.mil/j-6/dlmso/elibrary/TransFormats/140_997.asp.
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AP9. APPENDIX 9

DLMS CHANGE PROCESS FLOW CHART

Begin

Initiator Submits Change Proposal to Component PRC Representative

Component PRC representative coordinates with Component

Component PRC representative submits to appropriate PRC Chair

PRC Chair reviews for methodology, compliance, and completeness

PRC Chair consolidates coordination comments and submits proposal 

package to director, DLA Logistics Management Standards for 

signature

Signed change proposal package approved and submitted to 

component PRC members to evaluate and comment

Comments received by PRC Chair

PRC Chair reviews/evaluates comments, coordinates comments with 

PRC as required, and completes change proposal package

Approved?

Does change need 

ASC X12 approval?

Notification of disapproval

PRC Chair

PRC S/A Member

Initiator

End

Component and DLA Transaction 

Services implement change

Change 

Approved by 

ASC X12?

DLA Logistics Management Standards 

determine impact and forward change 

request to ASC X12 through 

appropriate channels

PRC Chair submits change proposal package for approval

DLA Logistics Management 

Standards decide if the 

approved change should be 

adopted by DoD prior to 

ASC X12 approval

DLA Logistics Management 

Standards forward unresolved 

disagreements to ASD(L&MR/

SCI) for resolution 

No

Yes

No

Yes

No

Yes

PRC Chair to 

coordinate change 

to ADC

Components provide implementation 

status updates to PRC Chair

Issues?

Yes

No

All concurrences?

Yes

No

PRC representative provides concurrence/non-concurrence to PRC Chair
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AP10. APPENDIX 10

DEFENSE LOGISTICS MANAGEMENT STANDARDS 

COMPLIANCE

AP10.1. DEFENSE LOGISTICS MANAGEMENT STANDARDS COMPLIANCE 

LEGISLATIVE & POLICY AUTHORITY CHAIN. To facilitate interoperability of logistics 

business functions across the global supply chain management system, the Defense 

Logistics Management Standards (DLMS) prescribe standard logistics business processes, 

business rules, information exchange formats and data standards. Transaction based 

information exchanges must be executed in the applicable DLMS format, including DLMS 

X12 Electronic Data Interchange (EDI) and DLMS eXtensible Markup Language (XML). 

Automated information systems executing business processes covered by the DLM 4000.25 

series of manuals and interfacing with other systems in the performance of those processes 

must assert their compliance with the DLMS. 

AP10.1.1. TITLE 10 UNITED STATES CODE § 2222 

AP10.1.1.1. Specifies requirements for investment review and certification of 

defense business systems before funds, whether appropriated or non-appropriated, can be 

obligated.

AP10.1.1.2. Requires establishment of a Department-wide Business Enterprise 

Architecture (BEA).

AP10.1.1.3. Requires Business Process Reengineering (BPR) and alignment 

to the BEA.

AP10.1.1.4. Requires the establishment of a single Investment Review Board 

(IRB) chaired by the DoD Deputy Chief Management Officer (DCMO) and an investment 

management process.

AP10.1.2. Office of Deputy Chief Management Officer. The Office of Deputy Chief 

Management Officer (DCMO) issues guidance governing the following:

AP10.1.2.1. BEA development, maintenance, and compliance

AP10.1.2.2. IRB rules

AP10.1.2.3. Annual delivery of BEA for the Department of Defense (DoD) 

Business Mission Area (BMA) to help defense business system owners and program 

managers make informed decisions.

AP10.1.3. Defense Business Council/Investment Review Board. The Defense 

Business Council/Investment Review Board (DBC/IRB) oversees the implementation of the 

DCMO guidance through:
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AP10.1.3.1. Review of business area functional strategies and approval of the 

Components’ Organizational Execution Plans (OEPs) to implement the functional strategies.

AP10.1.3.2. Definition of the Department's target business environment and 

approval of the content for the DoD BEA. The BEA specifies the enterprise standards to 

which DoD business systems must adhere.

AP10.1.4. DoD Component Chief Information Officers. They must annually assert the 

following items for automated information systems under their purview:

AP10.1.4.1. BEA compliance of any business system with a total cost in 

excess of $1M over the period of the current future-years defense program (FYDP), 

regardless of type of funding or whether any development or modernization is planned.

AP10.1.4.2. BEA certifications using the Architecture Compliance and 

Requirements Traceability (ACART) Tool to provide an automated assessment of system 

compliance against the data standards, business rules, laws, regulations, and policies 

defined in the DoD BEA.

AP10.1.4.3. DLMS compliance for any business system with a total cost less 

than $1M over the FYDP, but which executes business processes covered by the DLM 

4000.25 series of manuals. 

AP10.1.5. Defense Logistics Management Standards. DLMS are authorized by the 

following DoD policy documents:

AP10.1.5.1. DoD Directive 8190.1, “DoD Logistics Use of Electronic Data 

Interchange (EDI) Standards” 

AP10.1.5.1.1. Directs that DLA Logistics Management Standards Office 

serve as the Department's executive agent for DLMS change management,

AP10.1.5.1.2. Establishes the American National Standards Institute (ANSI) 

Accredited Standard Committee (ASC) X12 as the baseline logistics data exchange standard 

upon which the DLMS are based, and 

AP10.1.5.1.3. Requires the DoD Components to implement the DLMS in all 

AISs that perform business functions covered by the DLM 4000.25 series of manuals.

AP10.1.5.2. DoD Instruction 4140.01, “DoD Supply Chain Materiel 

Management Policy” authorizes and directs publication of the 4000.25 series of Defense 

Logistics Manuals (DLM).

AP10.1.5.3. DoD 4140.1-R, “DoD Supply Chain Materiel Management 

Regulation” directs that the DLMS serve as the primary system governing logistics functional 

business management standards and practices.

AP10.1.6. DoD Acquisition and Logistics Functional Strategy, FY 2013
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AP10.1.6.1. Identifies the DLMS as an enterprise standard, 

AP10.1.6.2. Sets the target for Component Automated Information Systems to 

be “Fully DLMS compliant by 2019.” This target fulfills the requirement to increase the level 

of data and process standardization. 

AP10.2 DEFENSE LOGISTICS MANAGEMENT STANDARDS IS A BUSINESS 

ENTERPRISE ARCHITECTURE ENTERPRISE STANDARD

AP10.2.1. The DLMS are included in the DoD BEA as a mandatory enterprise 

standard of the DoD architecture’s target business environment. 

AP10.2.2. The DLMS are a set of artifacts documenting logistics business 

management standards whose implementation in automated information systems ensures 

interoperability within and across functional domains. The DLMS interpret, prescribe, and 

implement DoD policy in multiple functional areas including specifically supply, transportation, 

acquisition (contract administration), maintenance, and finance. The DLMS document the 

approved standard business processes and the supporting business rules, information 

exchanges, and data standards. As an enterprise standard, the DLMS are applicable to all 

the DoD Components and by agreement, to external organizational entities conducting 

logistics business operations with DoD including (a) non-Government organizations, both 

commercial and nonprofit; (b) agencies of the U.S. Government other than DoD; (c) State 

and Local Government entities; (d) foreign national governments; and (e) international 

government organizations.

AP10.2.3. DLMS Business Processes & Rules are published in the DLM 4000.25 

series of manuals authorized by DoDI 4140.01. The DLMs are available at: www.dla.mil/j6/dlmso/elibrary/manuals/dlm/dlm_pubs.asp The DLMS Information Exchanges supporting 

the business rules and processes are available at: 

www.dla.mil/j-6/dlmso/elibrary/TransFormats/140_997.asp The DLMS Data used by the 

business and processes and conveyed in the DLMS Information Exchanges can be found at: 

www.dla.mil/j-6/dlmso/eApplications/LOG.NET/UIL/Default.aspx

AP10.3 COMPONENT CERTIFICATION OF COMPLIANCE WITH THE BEA ENTERPRISE 

STANDARD “DEFENSE LOGISTICS MANAGEMENT STANDARDS”

AP10.3.1. The Component ACART certification of a system’s DLMS Compliance is a 

two step approach.

AP10.3.1.1. Step 1: Applicability of the DLMS. Determine if the DLMS are

applicable to the system under review. If the DLMS are not applicable to the functional 

processes supported by the system under review, then no DLMS compliance certification is 

necessary. The determination of applicability is made by reviewing functional business 

processes that the system supports and determining whether or not the system under review 

exchanges transactional information with other systems to execute its business processes. 

AP10.3.1.1.1. Systems that are within the DLMS functional scope are 

those that support business functions covered by the DLM 4000.25 series of manuals. The 
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system under review may identify DLMS applicability for all or selected individual business 

processes supported by the DLMS. A review of the DLM 4000.25 series manuals “Tables of 

Contents” is a quick way to identify the specific business processes supported by the DLMS.

AP10.3.1.1.2. Systems that are within the DLMS functional scope and 

are dependent on incoming transactions or exiting transactions to support those functional 

processes can compare the systems transactions to the transactions identified within the 

DLM 4000.25 series of manuals to ascertain the scope of information exchange impacts.

AP10.3.1.2. Step 2: DLMS Compliance Determination. Step 2 begins with the 

finding in Step 1 that the DLMS are applicable to functional processes supported by the 

system under review. The following describe several levels of compliance. A determination 

of Level 1, “Basic DLMS Compliance” is required for a Component to make the assertion that 

the system is DLMS Compliant within the ACART tool.

AP10.3.1.2.1. Level 0: DLMS NON-COMPLIANT. A system is declared 

DLMS Non-compliant when it 

• executes business processes covered by the DLM 4000.25 series of 

manuals,

• interfaces with other systems in the performance of those processes, but 

does not adhere to the DLMS standard processes, business rules, information exchange 

formats, or data standards, and 

• there are no active efforts to implement the DLMS. 

Transaction based information exchanges must be executed in the applicable DLMS format 

including DLMS X12 EDI and DLMS XML. The DLMS are a broad-based body of logistics 

management, responsibilities, procedures, business rules, data and information exchange 

standards that are documented in the DLMS Manual and Approved DLMS Changes (ADCs) 

published and posted to the DLA Logistics Management Standards Office Website.

AP10.3.1.2.2. Level 1: BASIC DLMS COMPLIANCE. A system is 

declared Basic DLMS Compliant when it 

• executes business processes covered by the DLM 4000.25 series of 

manuals,

• has the capability to interface with other systems using the standard DLMS 

transactions (either DLMS EDI or DLMS XML), and 

• implements the DLMS basic business function rules and data standards. 

• Basic business process rules, formats, and data conform to those 

prescribed by legacy MILSTRIP, MILSTRAP, and MILSBILLS. 

• At a minimum, the system must be capable of communicating via DLMS 

transactions equivalent to the legacy 80 record position transactions, but may not have 

implemented all the applicable enhanced capabilities of the DLMS. 

While the system has not fully implemented all of the applicable DLMS enhancements, it has 

begun doing so, and has detailed plans and actions ongoing to reach full DLMS compliance. 
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These systems are characterized as Level 1 and are considered to have reached basic 

DLMS Compliance for BEA/IRB compliance certification purposes.

AP10.3.1.2.3. Level 2: ENHANCED DLMS COMPLIANCE. A system is 

declared “Enhanced DLMS Compliant” when it 

• executes business processes covered by the DLM 4000.25 series of 

manuals.

• has the capability to interface with other systems using the standard DLMS 

transactions (either DLMS EDI or DLMS XML), 

• implements DLMS basic business function rules, formats and data 

standards, and 

• has implemented the preponderance of applicable DLMS enhancements.

While the system has not fully implemented all of the applicable DLMS enhancements, it has 

detailed plans and actions ongoing to reach full DLMS compliance. Systems are 

characterized as Level 2 and are considered to have reached Enhanced DLMS Compliance 

for BEA/IRB compliance certification purposes.

AP10.3.1.2.4. Level 3: FULL DLMS COMPLIANCE. A system is 

declared “Full DLMS Compliant” when it 

• executes business processes covered by the DLM 4000.25 series of 

manuals,

• has the capability to interface with other systems using the DLMS 

transactions (either DLMS EDI or DLMS XML), 

• implements the DLMS basic business function rules, formats and data 

standards, and 

• has implemented all of the applicable DLMS enhancements. 

These systems are characterized as Level 3 and are considered to have reached Full DLMS 

Compliance for BEA/IRB compliance certification purposes. 

AP10.3.2. The IRB will actively monitor Component ACART certifications of a 

system’s level of DLMS Compliance. For those systems that are not at Level 3 Fully DLMS 

Compliant, the IRB will review Component plans and ongoing actions to ensure the 

appropriate resources and priority are being applied to enable the system to be declared 

Level 3 Fully DLMS Compliant. 

AP10.3.3. As new DLMS enhancements are approved for implementation, 

Components must continually update the Component ACART certifications to ensure the 

system is remaining current with DLMS. It is possible for a system that was declared Level 3 

Fully DLMS Compliant to revert to Level 2 if new DLMS enhancements have not been 

implemented. If this occurs, the Component must submit to the IRB detailed plans and 

demonstrate ongoing actions for implementing the new DLMS enhancements.